121 applicants

Company

Original Job Post

Inductotherm Group · 4 days ago

Administrative Assistant

Rancocas, NJ

Full-time

Onsite

Mid Level

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Industrial DesignMachinery Manufacturing

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Responsibilities

Manage and maintain the executive’s calendar by scheduling all internal and external appointments. Actively engage with constituents on executive’s behalf to secure appointments. Assure that the executive has comprehensive and pertinent briefing materials for all meetings.

Arrange and coordinate all international and domestic travel for executive, including acquiring travel visas and other requirements as needed. Assist in travel arrangements for various constituents as needed. Obtain and coordinate comprehensive and pertinent briefing materials for all trips.

Ability to handle high-level, confidential matters with sensitivity, discretion and diplomacy.

In conjunction with executive, coordinate, distribute, maintain, and create materials/reports and presentations for weekly/monthly management meetings.

Assist executive in creating PowerPoint presentations for a variety of purposes.

Prepare reports and graphs per instructions provided by Buyer in Purchasing Department.

Manage the logistics of meetings, including scheduling and ordering refreshments; collecting and communication agenda items, preparing and distributing necessary pre-meetings documentation; attend meetings; documenting and distributing notes of discussions, agreements, and action needs, and monitoring status of action items.

Process expense reports and payment requests.

Handle/screen telephone calls and take messages.

Maintain all databases and filing systems (both paper and electronically) in an organized, retrievable and highly confidential manner, using Microsoft Suite.

Prepare/maintain operations matrix, appraisals and contracts, contractor’s agreements and insurance certificates, vendor quotes/agreements, department forms/procedures, and Jobscope entries.

Purchase and maintain office supplies used by employees.

Superior planning and organizational skills and ability to manage logistics and communications in a multi-task, fast-paced environment.

Ability to work independently with minimal supervision, to problem solve with little guidance, and to make decisions within scope of assigned authority.

Pragmatic, self-motivated, composed under pressure with professional acumen, good judgement, a highly developed sense of responsibility and able to prioritize tasks on a daily basis.

Excellent oral, written (including proofreading, spelling, ad grammar skills) and interpersonal skills and teamwork principles to effectively communicate at all levels.

Highly dependable with the ability to interact professionally and cooperatively.

Good skills with Microsoft Office and advanced skills in the use of Excel, Access and PowerPoint.

Ability to type 60 wpm.

Will handle miscellaneous duties as assigned.

Qualification

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Executive supportConfidentiality handlingMicrosoft OfficeExcelAccessPowerPointTypingComputer skillsNeat appearanceDriver’s licenseAssessment completionDrug testingBackground checkProblem-solvingHard-workingProfessionalismDependabilityCommunicationSurgical implants disclosureForeign languages

Required

Previous executive level support experience

Ability to handle high-level, confidential matters with sensitivity, discretion and diplomacy

Superior planning and organizational skills

Ability to work independently with minimal supervision

Pragmatic, self-motivated, composed under pressure with professional acumen

Excellent oral, written and interpersonal skills

Highly dependable with the ability to interact professionally and cooperatively

Good skills with Microsoft Office and advanced skills in the use of Excel, Access and PowerPoint

Ability to type 60 wpm

Able to see/read printed word and hear and speak on phone

Able to work using a computer for long periods of time

Able to sit for long periods and traverse the building; lift/carry/push/pull up to 30lbs; able to bend, squat, reach and use hands for simple grasping and fine manipulation

Have neat business-like appearance

Have a valid driver’s license and able to travel on short notice by public transportation domestically and internationally

Must be able to satisfactorily complete the Inductotherm Corp. hiring process requirements which includes a comprehensive assessment, drug testing, and a background check