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Executive Administrative Assistant in Trenton, NJ at Staffing Now

Date Posted: 6/29/2018

Job Snapshot

Job Description

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

  • Personal Assistant - Provide clerical, administrative and personal support to company President. Work close with company President to keep him well-informed of upcoming commitments
  • Administrative Support - 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.
  • Proposals - 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
  • Purchasing - Prepare Purchase Orders and place orders for materials and supplies
  • Company Vehicles - Control/schedule use of company vehicls; retain maintenance schedule for company vehicles
  • Travel - arrange pesonal and business air/rail transportation, lodging and car rental reservations; prepare travel itineraries; complete travel expense reports
  • Applications - 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 proeprty rights of for corporation.
  • Records - Maintain electronic and hard copy files and organization systems for records, reports, documents, etc.
  • Quality Assurance - Log and maintain files of company Quality Assurance correspondence, reports, documentation
  • Correspondence & Reports - Handle incoming and outgoing correspondence and reports. Prepare letters, memos and other documents using Microsoft Word.
  • Contacts - maintain lists of drivers for automobile insurance and company assets for property coverage, submit insurance loss claims
  • Quality Assurance - Log and maintain files of company Quality Assurance correspondence, reports, documentation
  • Event Planning

Required Skills

  • Minimum five (5) years administrative experience
  • Proficiency in Microsoft Word and Microsoft Power Point & Microsoft Excel

Must possess strong communication skills, able to prioritze, 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.