Job Details
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Job Title: Administrative Assistant
Location: Whitehouse Station, NJ
Duration: 12 Months
Job Schedule: Hybrid (3 In Office , 2 WFH)
Job Hours: 9 - 5 (As needed)
Interview Process - Virtual and In-Person
Job Summary
The Executive/Administrative Assistant will provide administrative support to Client s Head of Global Digital Marketing as well as other key stakeholders within Client's Global Marketing, Communications, and Investor Relations (MarComms) organization. The ideal candidate will possess exceptional organizational skills, a keen attention to detail, and the ability to manage multiple priorities in a fast-paced, dynamic environment. This role requires a proactive individual who can anticipate needs, think critically, and offer solutions to problems with a high level of professionalism.
Job Responsibilities
Invoicing and Financial Management
- Process all invoices for expenses occurred by the Digital Marketing, Brand, Strategic Content, and Media groups.
- Act as primary liaison with Finance and Accounts Payable, in close collaboration with our marketing operations office.
- Track the payment status of invoices, following up to ensure timely payment and resolving various issues that may arise along the way.
Meeting Coordination:
- Organize and coordinate larger meetings including preparing agendas, taking minutes, and following up on action items.
- Liaise with internal and external stakeholders to ensure smooth and efficient meeting logistics.
- Assist with the preparation and distribution of meeting materials, as needed.
Project Management:
- Support the development and implementation of select digital marketing projects and initiatives.
- Assist in the preparation of reports and presentations related to ongoing projects.
Administrative Support:
- Manage and maintain scheduling including meetings, appointments, light travel, and conferences for executives across the organization, as needed.
- Occasionally prepare and edit correspondence, communications, presentations, and other documents.
Communication and Collaboration:
- Act as a liaison between Client s Global MarComms executives, team members, and external partners and colleagues in other departments.
- Foster strong working relationships across the Global MarComms organization and other departments.
- Facilitate communication and collaboration between global, regional, and local teams.
Event Coordination:
- Assist in the planning and execution of select department events, conferences, and marketing activities.
- Coordinate logistics for internal and external events, ensuring all details are managed effectively.
Skills:
" Proven ability to manage multiple priorities and work under pressure.
" Exceptional organizational, time management, and problem-solving skills.
" Strong verbal and written communication skills.
" Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
" Experience with project management tools and software is a plus.
" High level of professionalism, integrity, and confidentiality.
" Ability to work independently and as part of a team.
Experience and Education:
" Bachelor s degree in Business Administration, Marketing, Communications, or a related field.
" Minimum of 3 years of experience as an Executive Assistant or in a similar administrative role.
" Knowledge of digital marketing and familiarity with the insurance industry is preferred but not required.