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Executive Administrative Assistant in Princeton, NJ at Staffing Now

Date Posted: 6/12/2018

Job Snapshot

Job Description


Executive Administrative Assistant needed for Global Client in Princeton, New Jersey.
Duties:

  • Work closely with Corporate Staff who handles high-profile projects on behalf of public and private corporations.
  • Reports directly to their assigned report and will work with other administrative professionals on assignments important to the on-going success of the office and practice, as required.

Responsibilities:
The Administrative Assistant will be responsible for providing administrative support to their assigned consultant(s). Specific responsibilities include, but are not limited to:

  • Act as the project coordinator for all open engagements being executed by consultant(s) and on-going business development projects, including monitoring the process, assuring completion of internal and external documentation, and attachment of required documents to our database.
  • Open and close projects accurately and properlylusing cross-border alternatives; assure that all required documentation is completed and processed.
  • Review/approve monthly client billing invoices to insure accurate invoicing; monitor Accounts Receivable Aging Detail and Unbilled Expenses and assist in timely account collections.
  • Draft proposals, position specifications and candidate resumes, in coordination with other administrative assistants and consultants on the team.
  • Schedule, organize and log video conference meetings and candidate meetings with clients.
  • Ensure that candidate education verifications are completed on a timely basis.
  • Ensure accurate and timely notations for candidates, engagement and business development individuals/companies.
  • Assist in business development including using Internet to research companies, individuals and industries; Update consultant's business development in system.
  • Monitor all engagements exported or shared with other offices and/or consultants worldwide.
  • Produce written responses to email and phone contacts.
  • Review all reports from Accounting to ensure accuracy, requesting corrections when and where necessary.
  • Prepare and submit accurate and timely expense reports and timesheets for Senior Partner and self, and reconcile Diners/MasterCard statements.
  • Ensure effective coordination of workflow by partnering with the Director of Administration and other office staff when necessary.
  • Regular backup telephone support for one Admin and their two consultants during lunch and absences.
  • Participate in regularly scheduled office meetings.
  • Keep up-to-date on policies and procedures and software by reviewing all emails and attending training sessions when necessary.
  • Participate in training new hires and temporary staff.
  • Handle a high volume and variety of calls from clients, candidates, business development contacts and job-seekers.
  • Maintain Partner's business calendar and coordinate travel and schedules; prepare detailed itinerary for each trip (heavy travel schedule, both domestic and international).
  • Maintain Partner's contact directories (Searcher, Outlook and lists).


Education:


A minimum of a high school education or its equivalent is required. A bachelor's degree (or degree in process) in business or a related field is highly preferred.


Background & Requirements:

  • No less than three years experience as an administrative assistant in a business environment preferred, ideally in a service firm.
  • Demonstrated track record of upward progression within a corporate environment combined with sound judgment and professional maturity is strongly preferred.
  • Must be able to work with little supervision, be detail-oriented, flexible in terms of hours and responsibilities, and able to organize multiple priorities and work deadlines.
  • Knowledge of Microsoft Windows XP and Microsoft Office XP, is preferred; at the least, proficiency in Microsoft Windows and Microsoft Office is required.
  • Experience with relatively high volumes of production and word processing.