Executive Administrative Assistant

The Executive Admin is responsible for ensuring that his/her assigned group has adequate support. The Executive Admin interacts daily with various customers, vendors, Legal Counsels, Supply Chain Group, Finance, building property management, and Information Technology.

• Organize appointments/meetings/business meals and prepare business trips.
• Timesheets, vacation request forms, expense reports and other relevant internal documents
• Maintain company vehicle and cell phone list for Princeton office.
• Review & approve vendor invoices; Order office supplies
• Answering main calls for main line, answering door for visitors.
• Arranging for mail/fed ex delivery
• General office filing
• Greeting Visitors and Vendors at front door.
• Purchasing order supplies, receiving them and storing them in a proper place. Checking for expiration dates regularly.
• Ordering food deliveries for meetings & company events. Assisting with set up and clean up.
• Up-keeping interoffice forms and the phone list.
• Assisting with the desk and supplies set up for new hires/contractors/visitors upon arrival, removing stuff and cleaning desks after employee’s departure.
• Performing scanning copying, mailing and other office functions as needed.
• Preparing domestic and international shipments as needed.
• Coordinating domestic and international travel arrangements.
• Completing the travel approval forms & submitting for approval.
• Business Visa applications and invitation letters preparation.
• Managing & maintaining company vehicles.
• Responsible for effective maintenance and daily activities and resolving issues arising out of day-to-day operations and other organizational duties as needed.
• Point of contact for building management communication and issues. Entering work tickets through the SJP Portal.
• Ensuring high satisfaction of visitors and colleagues in the office.
• Creating and updating SAP Quotes, Projects and POs.
• Processing timesheets for all contractors.
• Reviewing and approving Cleemy expense reports.
• Purchasing gear for refinery visits in accordance with the standards and regulations and maintaining the gas monitors: -> will be done by QHSE
• Preparing conference rooms setting (adding/removing chairs & tables) for larger meetings.
• Point of contact for FedEx delivery scheduling, claims, disputes and issues.
• Managing ISO room storage, offsite storage and archives.
• Office clean-up and improvement projects as they arise.
• Assisting with Power Point presentations or other projects as needed
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• Demonstrated ability in areas of time management/organizational skills
• Capability to prioritize tasks as well as seek guidance when conflicts arise.
• Proficiency in the use of all Microsoft Office tools, including Word and Excel.
• SAP (or similar ERP system) experience a plus.
• Ability to maintain good working relationships in a multi-cultural office environment.
• Experience dealing directly with customers.
• Ability to understand a sense of confidentiality (especially in the area of legal)

Behavioral

• Dependable resource in high stress situations
• Strong work ethics, reliable for work product delivery, self-starter
• Ability to communicate well both verbally and in writing to all levels of the company
• Demonstrated analytical and decision-making skills
• Highly confident, articulate individual who is a team player and works well with others internally and externally
• Ability to prioritize tasks, be able to respond to changes in priorities and seek advice when challenges or uncertainty arises
• Ability to explain complex ideas in a cohesive and clear manner
• Highly motivated, self-sufficient and enthusiastic individual who has strong desire to lead projects

Required (Executive admin) Competencies:

• Customer Focus: Building strong customer relationships and delivering customer-centric solutions.
• Communicates Effectively: Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
• Drives Results: Consistently achieving results, even under tough circumstances.
• Action Oriented: Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
• Interpersonal Savvy: Relating openly and comfortably with diver groups of people.
• Builds Networks: Effectively building formal and informal relationship networks inside and outside the organization.
• Situational Adaptability: Adapting approach and demeanor in real time to match the shifting demands of different situations.
• Persuades: Using compelling arguments to gain the support and commitment of others.
• Instills Trust: Gaining the confidence and trust of others through honesty, integrity, and authenticity.
• Resourcefulness: Securing and deploying resources effectively and efficiently.
• Being Resilient: Rebounding from setbacks and adversity when facing difficult situations.
• Courage: Stepping up to address difficult issues, saying what needs to be said.

Health and Safety:

• Take responsibility for the health and safety of self and others
• Report any and all health and safety problems to your manager
• Maintain awareness, proactively participate and support all Axens policies and objectives for health and safety
• Assist in the continual improvement of an effective Business Management System complying with the requirements of OHSAS18001:2007

Environmental:

• Take responsibility for the sustainability of Axens and protecting the environment
• Report any and all environmental concerns or problems to your manager
• Maintain awareness, proactively participate and support all Axens policies for environmental protection
• Assist in the continual improvement of an effective Business Management System complying with the requirements of ISO 14001:2015
• Assist in achieving Business Unit, Regional and Global Environmental Management Program goals and objectives

Quality:

• Take responsibility for the sustainability of Axens and ensuring quality performance
• Report any and all quality related issues or to your manager
• Maintain awareness, proactively participate and support all Axens policies for quality management
• Assist in the continual improvement of an effective Business Management System complying with the requirements of ISO 9001:2015
• Assist in achieving Business Unit, Regional and Global Quality Management Program goals and objectives