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Administrative Assistant
Ref No.: 18-07433
Location: Holtsville, New York
Project Overview:
  • This role will support the clients with its daily administrative duties and functions for the office.
  • The successful candidate will perform a wide range of administrative and general duties in a highly responsible and fast-moving environment.
  • Moreover, he/she must be self-motivated and well-organized with a positive attitude towards challenges and the ability to set and meet deadlines.

Functions and Responsibilities:
  • Assist in the administration of the business unit office; ensure timelines, communications and documentation is coordinated and complete.
  • Prepares a variety of memos, forms, letters, documents and reports.
  • Manage heavy calendar schedules including scheduling meetings and conference rooms
  • Manages travel arrangements including car and company airplane reservations.
  • Process expense reports and invoices.
  • Organize and maintain correspondence and records, follow up on pending correspondence matters with limited direction.
  • Receive office visitors and screen telephone calls.
  • Make arrangements for meetings and conferences (including purchase of food, supplies or hand-outs).
  • Maintain calendar and ensure that complete information is available for all matters, confirm appointments in advance.
  • Ensure mileage reports, training, and approvals are processed appropriately.
  • Establish and maintain a variety of files and records and follow up to ensure that required actions are completed
  • Assist with projects, research and perform other duties as assigned
  • Handle and manage certain confidential materials
  • Answer and direct phone calls.

  • Highly proficient in Microsoft Office Suite (Word, Excel, Power Point, Access) required.
  • Knowledge of business English, spelling, grammar and punctuation, office practices and procedures.
  • Office skills such as data entry, filing, phone etiquette and composition of business letters.
  • Ability to undertake a variety of assignments and organize time effectively while setting priorities.
  • Ability to perform with speed and accuracy.
  • Ability to establish and maintain databases of information and prepare reports.
  • Ability to provide effective oral and written communication in dealings with the public and governmental officials at all levels.
  • Thorough knowledge of, or ability to learn, policies and procedures of the organization, and ability to interpret them clearly and accurately.
  • Friendly, cooperative manner and good team spirit.
  • Familiarity with office equipment, including phone system, copier/scanners, printers.
  • Ability to recognize and protect confidential information
  • Strong organizational skills with the ability to multi-task.
  • Strong awareness of deadlines, time management skills, and ability to follow up on assigned tasks
  • Strong written and oral communication skills

Education and Certifications:
  • Two-year degree or secretarial certificate/related work experience.
  • Minimum eight years secretarial experience in progressively demanding environment
  • Strong Microsoft Office programs such as (Excel, Word, PowerPoint, Outlook, Access) required
  • Familiarity with SAP financial software preferred.