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Administrative Assistant in Trenton, NJ at Staffing Now

Date Posted: 10/24/2019

Job Snapshot

Job Description

EXECUTIVE ASSISTANT needed for engineering company in Mercer County, New Jersey area.

Administrative Assistant -

  • Provide clerical, administrative and personal support to company President.
  • Work close with company President to keep him well-informed of upcoming commitments
  • Perform routine clerical duties such as typing, filing, faxing, photocopying, place/receive/screen/direct phone calls, schedule appointments and meetings, open, sort and distribute incoming correspondence, etc.
  • Review and follow detailed instructions for preparation of electronic and/or hard copy proposal submissions.
  • Submit proposals in accordance with specific instructions
  • Contracts - review customer contracts for reporting requirements and deliverable due dates.
  • Prepare schedules for staff to submit reports in a timely manner
  • Prepare Purchase Orders and place orders for materials and supplies
  • Control/schedule use of company vehicles; retain maintenance schedule for company vehicles
  • Arrange personal and business air/rail transportation, lodging and car rental reservations; prepare travel itineraries; complete travel expense reports
  • Prepare and submit provisional and full patent applications as directed by professional staff.
  • Maintain schedule of patent applications to assure that follow-up to new patents is made and maintenance fees are paid on existing patents.
  • Maintain files on patient rights and applicable property rights of for corporation.
  • Maintain electronic and hard copy files and organization systems for records, reports, documents, etc.
  • Log and maintain files of company Quality Assurance correspondence, reports, documentation
  • Handle incoming and outgoing correspondence and reports. Prepare letters, memos and other documents using Microsoft Word.
  • Maintain lists of drivers for automobile insurance and company assets for property coverage, submit insurance loss claims
  • Log and maintain files of company Quality Assurance correspondence, reports, documentation
  • Event Planning

Required Skills

  • Minimum five (5) years administrative experience
  • Proficiency in Microsoft Suite -
  • Must possess strong communication skills, able to prioritize, follow up on tasks, remain calm under press.
  • Must be able to work independently, with attention to detail and organization. Must be dependable, loyal and trustworthy.