Sr Admin Asst Sales
211 Mount Airy Rd Basking Ridge, NJ 07920 US
Job Description
Target Pay Rate: 25-30/hr **salary will be commensurate with experience
Job Description:
- Composes and processes letters, memoranda, faxes, e-mails, and reports and presentations (including design) of a complex nature - using Microsoft Office suite applications.
- Creates & reviews documents for appropriate grammatical usage.
- Creates /designs/ edits spreadsheets or presentations and prints/distributes reports or communications.
- Communicates, tracks, and ensures all area personnel complete deadlines, e.g. compliance training, ABD projects, sample allocation, expense reports, business plan tracking, etc.
- Codes and processes invoices for payment.
- Prepares monthly expense reports for supported manager(s).
- Reviews/audits expense reports and communicates any required changes to manager(s).
- Assists manager(s) in tracking and monitoring budgets and researches discrepancies for over and under spending.
- Assists ABD in coordinating time-sensitive projects such as recruiting, orientation/onboarding, performance review process, business reviews and expansion projects.
- Oversees overall office management.
- Uses discretion and discernment answering telephone calls to manager(s) in a courteous, professional business manner.
- First line contact to internal and external customers and managers staff and field personnel, answering questions related to company, current department projects, office operations and established policies and procedures and makes proper referrals.
- Follows up to resolve open questions or issues.
- Utilizes independent judgment in managing managers complex day-to-day business calendar involving numerous telephone calls and e-mails to coordinate calendar internally and externally.
- Maintains additional department calendars - as needed (i.e. Mgrs traveling, DM vacation calendar, and conference room calendar).
- Organizes and plans department meetings, conferences and events through the HUB level.
- In coordination with Meeting Planning Department, secures suitable meeting space, audio/visual equipment, supplies, meals, and coordinates purchases with vendors and negotiates prices.
- Schedules and arranges managers meetings via video or teleconference calls.
- Manages domestic and more complex travel, car service and hotel arrangements for Directors.
- Responsible for verifying and reconciling in preparation for submission.
- Maintains file of expenses and related documents.
- Conducts meetings with the entire Admin staff to streamline office procedures and organization, as well as familiarize herself with ongoing projects within the office.
- May be required to attend meetings, record minutes and follow up.
Years of Experience
Experience Details
Required/
Preferred
1 or More Years
overall related experience
required
4 or More Years
of related experience with H.S
preferred
4 or More Years
of related experience with A.A or B.S
preferred
1 or More Years
of Lead/Sr Administrative Assistant experience supporting high level manager(s) within a regional field sales office of a pharmaceutical and/or medical device company.
preferred
Competencies
Strong organizational skills.
Excellent time management skills.
Excellent customer service skills.
Detail oriented work style.
Strong understanding of technical and business vocabulary.
Excellent oral and written communication skills.
Able to manage multiple tasks.
Ability to handle extremely confidential matters – where knowledge of information is limited to very few in the organization.
Ability to interact with staff - particularly senior level management and senior external clients, vendors and industry professionals.
Effective project management skills.
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