Administrative Assistant III

Job Description

Job Description

Job Title : Administrative Assistant III

Location : Princeton, NJ – 100% Onsite – Local candidates only

Period : 07 / 15 / 2024 to 07 / 18 / 2025 – possibility of extension

Hours / Week : 40 hours (Hours over 40 will be paid at Time and a Half)

Rate : $25-$30 / hour

Contract Type : W-2

Scope of Services :

The Administrative Assistant III reports directly to the DVP, US Commercial Operations, and provides extensive support to this role as well as the General Manager, US, and the Director of Business Excellence. This position is critical for ensuring efficient and effective administrative operations within the organization, enabling the leadership team to focus on strategic initiatives and overall business performance.

Role, Responsibilities, and Deliverables :

• Provide administrative support for the DVP, General Manager, and Director, Business Excellence. This includes meeting set-ups, document preparation and presentation preparation, expense reporting, and travel coordination.
• Prepare and assemble communications for the commercial leadership teams and external agencies to include notices, agendas, and other materials.
• Assist with the administration of compliance matters.
• Administer the review, approval, coding, purchase order creation and payment of invoices and the ability to follow up and resolve problems related to invoices.
• Maintain organization charts, US commercial fleet assignments and reporting, and similar assignments.
• Prepare presentations integrating Excel, Word, PowerPoint and Visio files and content in order to create executive level presentations and reports.
• Calendar management requiring interaction with both internal and external executives and assistants.
• Coordinate a variety of internal and external meetings, conference calls, and web meetings across multiple time zones.
• Coordinate complex domestic and international travel plans, including expense reporting and reimbursement.
• Perform general administrative tasks (filing, scanning and data entry).
• Maintain legal documents and records as necessary.
• Organize and maintain digital filing in MS Teams and SharePoint.
• Complete other projects as assigned.

Experience & Skills :