Administrative Assistant.US-HDQ.006
Princeton, New Jersey, United States

Job Summary

Occupation Clerical and Administrative
Specialty Administrative Assistant
Location 08540, Princeton, New Jersey, United States
Visa Sponsorship No

Job Description

Last Update: 4/15/23
Overview:

Responsibilities:

The Administrative Assistant to the VP, Global Business Services is responsible for providing general administrative support to GBS leadership team, including scheduling meetings, processing requisitions and invoices, supporting Clerical and Administrative needs, making travel arrangements and submitting expense reports.





Support department managers with Clerical and Administrative activities, including preparation of reports, presentations, memos, letters, spreadsheets, databases and other documents.
Assist with printing, copying, faxing, filing documents, opening and scanning mail and answering telephone calls.
Plan and schedule meetings; reserve and prepare conference rooms, arrange teleconferences and plan food services; assist with planning department events.
Maintain calendars, appointments and schedules.
Arrange travel and itineraries and process expense reports.
Provide administrative support for business systems including department website, customer portal and customer invoicing.
Track and monitor renewals for departmental vendor contracts, Master Services Agreements, Proposals, Statement(s) of Work (SOW) and Amendments to existing contracts or SOWs.
Prepare and process requisitions, receipts, check requests, invoices and purchase orders for products, services and fees; partner with Accounts Payable on payments.
Function as the department on-boarding coordinator; coordinate workspace and procurement of security access card, business cards, office equipment, laptop, software and company issued cell phones, corporate cards, visas and passports; provide brief training on Integra programs; provide tours of campus; ensure that staff have necessary office supplies.
Work with Corporate Facilities regarding the allocation of space for the department and act as primary contact for corporate facilities related issues and concerns.
Periodically serve as receptionist, answering phones and directing calls.
Perform activities in support of Customer Service such as preparing and distributing customer communications, sending email communications to customers and performing customer outreach calls
Maintain organizational charts and training records.
Order and maintain office supplies.
Maintain confidentiality of business information.
Perform other duties and projects as assigned.
Qualifications:

Education:


High School Diploma required
College degree preferrred, but not required


Experience:


Minimum 3-5 years in an administrative capacity requiring discretion and/or confidentiality
Excellent Microsoft office skills
Outstanding communication skills, both verbal and written
Superior organization and interpersonal skills
Oracle e-Business skills highly desirable
Detail oriented with the ability to investigate and resolve problems
Ability to multi-task in a fast-paced environment



Additional details:


This role is hybrid between Princeton, NJ and remote



In an effort to minimize the spread of the coronavirus and to protect our employees, all new hires in the US and Puerto Rico will need to be fully vaccinated for COVID-19 in order to be considered for employment with Integra LifeSciences, unless eligible for an accommodation as provided by law.