Administrative Assistant

, New Jersey
Administrative Assistant
Peapack, NJ

Administrative Assistant will provide administrative support to various personnel. This support may extend to personnel located at other sites when needed. Perform inspection readiness activities for WWS functions as required.

Administrative Assistant Responsibilities:
  • Provide traditional administrative support to WWS senior leadership in the management of day-to-day activates, including:
  • Management of Outlook calendars
  • Coordination of cross-functional and off-site meetings (i.e., scheduling, conference room reservations, teleconference/WebEx set-up, and associated logistics)
  • Coordination of travel arrangements
  • Preparation of expense reports and tracking of reimbursements
  • Arrangement of interviews, onboarding and offboarding of employees and contractors
  • Arrangement of visitor passes and access
  • Preparation of purchase orders, coordination of requests, routing of invoices
  • Ordering of supplies and equipment
  • Set up and maintenance of electronic and hard copy project and correspondence files
  • Management of distribution lists
  • Coordination of new employee training
  • Preparation and editing of reports and presentations using Microsoft Office software
  • Tracking of workflow items, initiating follow-up when necessary
  • Creation of meeting agendas and taking of minutes when requested
    Independently identifies problems or issues and implements remedial actions to address
  • Responsible for quality of work that impacts supervisor /department/line
  • Work with other WWS Administrative Support colleagues to coordinate coverage and provide back-up administrative support for WWS colleagues as needed
  • Support activates related to inspection readiness and live inspections
  • Perform line-specific activities as requested. Activates may include, but are not limited to:
  • Resource management updates (i.e. headcount reports)
  • Review and repository maintenance of org charts, CVs and job descriptions
  • SharePoint and MS Teams site maintenance
  • Reconciliation and quality control of documents
  • GDMS document management
  • Data analysis and metric development
  • Tracking and posting of CMCD/GDMS entries
Administrative Assistant Requirements:
• Minimum administrative experience of 3 years
• High-school diploma or General Educational Development (GED) required; Bachelor’s degree preferred

Proficiency in Microsoft Office Suite
• Detail-oriented approach to work with strong organizational skills and follow-through
• Excellent communication skills with an ability to respond with professionalism in verbal and written communications with all levels of management
• Ability to interact professionally with internal colleagues, regulatory/government agencies and external organizations
resolve issues as they arise



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