Administrative Assistant

Role: Administrative Assistant

Shift: 8AM- 5PM MON- FRI

Hybrid

Summary:

• Under limited direction, this position is accountable for contributing to the efficiency of divisional operations through the performance of various administrative functions SAP, Ariba data entry.
• This position reports to a senior vice president of the company and may provide leadership to the divisional administrative team.

Responsibilities:

• Handle and disperse appropriate matters (i.e. email, memos, inquiries) to conserve superiors time or organize such material for the officer to expedite resolution
• Provide the senior vice president with complete and timely background information on all telephone calls and correspondence
• Inform senior vice presidents staff or other parties of relevant information as appropriate
• Handle highly confidential information with prudence and care
• Manage preparation of materials for executive level meetings, conferences and forums
• Prepare and manage complex correspondence and memos
• Perform administrative duties such as typing, filing, scheduling, calendar management, travel arrangements, etc.
• Research and analyze information and prepare reports, as appropriate
• Obtain information, status reports, or answers on various business matters, inquiries or projects as directed
• May serve as liaison/coordinator for special cross divisional projects or workgroups
• Plan and coordinate divisional events

Duties

• Moderator Shared Outlook Mailboxes
• Data Entry
• Customer calls to confirm services rendered
• Create purchase requisitions
• Invoice processing (SAP & Ariba)
• Create packages to validate invoices
• Admin will support on-boarding for new hires
• Schedule meetings
• Ad-hoc projects/tasks

Qualifications

• Ability to acclimate, work in fast paced environment, multi-task, quick learner, attuned to details
• Proficient in MS Outlook, Excel and PowerPoint
• 3-5 years of experience

Education requirements:

• associates degree or higher

Notes:

• Supports the processing of invoices, purchase orders, email approvals (DocuSign), assisting with the on-boarding of new associates
• Data entry
• Coordinate various meetings (on-site & virtual)
• Quick thinker, problem solver, proficient in Microsoft Office
• SAP and/or Ariba is a preferred but not a requirement
• Supporting all programs in the Clean Energy space of the organization

Job Types: Full-time, Contract

Salary: $30.00 per hour

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

COVID-19 considerations:
Candidate must be vaccinated

Ability to commute/relocate:

• Newark, NJ 07101: Reliably commute or planning to relocate before starting work (Preferred)

Application Question(s):

• Handle and disperse appropriate matters (i.e. email, memos, inquiries) to conserve superiors time or organize such material for the officer to expedite resolution

Provide the senior vice president with complete and timely background information on all telephone calls and correspondence
Inform senior vice presidents staff or other parties of relevant information as appropriate
Handle highly confidential information with prudence and care
Manage preparation of materials for executive level meetings, conferences and forums
Prepare and manage complex correspondence and memos

Education:

• Associate (Required)

Experience:

• Administrative Assistants or office clerk: 3 years (Required)

Shift availability:

• Day Shift (Preferred)

Work Location: One location

Salary : $30