Overview
Administrative Assistant Jobs in Melville, NY at Randstad USA
Title: Administrative Assistant
Company: Randstad USA
Location: Melville, NY
Title: Administrative Assistant
W2 Contract Only
Contract Length: 1-2 Months
Location: 125 Pinelawn Road Melville, NY 11747
Hours: Monday-Friday 8:30am-5:00pm with 30 minute unpaid lunch break totaling 40 hours per week
Pay Rate: $35.00/hr.
The Administrative Assistant provides high-level administrative support to up to three Vice Presidents, ensuring efficient day-to-day operations. The ideal candidate is highly organized, proactive, and able to prioritize competing demands in a fast-paced environment while maintaining professionalism and discretion.
Job Duties:
- Answer and direct phone calls. Take accurate messages for R&I executive staff as assigned. Sense of urgency/knowledge of Executive’s needs is imperative.
- Manage calendars, schedule meetings, and prepare meeting agendas.
- Schedule/set up meetings and conferences for Executives both on and off-site as required and must be able to successfully communicate with internal and external customers globally. Assistant must have exceptional knowledge of company policy and conference room equipment as well as excellent communication and follow-up skills to ensure that meeting requestor’s needs are met.
- Schedule and manage conference room requests. This responsibility would require ensuring that all conference room requests are appropriately executed, conflict resolution skills and an advanced knowledge of conference room equipment.
- Assist with event planning and coordination. This includes but is not limited to scheduling/planning tours for Melville site, assisting with R&D engagement events and town halls etc.
- Create memos, presentations and spreadsheets as required using Microsoft applications.
- Maintain and update department organizational charts on a quarterly basis and as needed.
- Arrange travel and accommodations. Create detailed travel itineraries as required for traveling executives and ensure that all travel documentation is obtained before submitting documents to the R&D Travel Coordinator (i.e. visa information, passport information, foreign country invitation letters, etc.), ensure that department runs smoothly in his/her absence, etc.
- Process invoices and expense reports as required for R&I Vice Presidents.
- Route and follow-up on all documents requiring signature from Vice Presidents (i.e. Project Requests, Invoices, memos) and process or distribute accordingly.
- Execute UPS and FEDEX requests.
- Log attendance information on attendance records as requested.
- Process and follow-up on office supply orders for respective groups.
- Have knowledge of all departmental procedures and needs.
- Provide cross-coverage for team members as needed to ensure continuity of operations.
Requirements/Qualifications:
- Must be proficient in using a computer with exceptional knowledge of Microsoft Office Suite, especially Excel, Word, Outlook and most importantly Powerpoint.
- Must have excellent communication, organization and follow-up skills that will translate across cultures.
- Excellent interpersonal skills & professionalism – ability to deal with outside companies and all levels of management.
- Must be able to adapt quickly to the ever-changing, fast-paced and demanding office environment with a positive attitude and team mentality.
- Minimum 5 years previous experience as an Executive Assistant or Administrative Assistant. Experience with providing support at the VP or SVP level.
- Previous experience with compliance policies and procedures, confidential/sensitive issues is essential.
- Prior experience (at least 3-6 months) in an R&D and/or Testing environment preferred.
