Administrative Assistant
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: 1/11/24
Keeps official corporation records and executes administrative policies determined by or in conjunction with other officials by performing the following duties.

Manages supervisors calendar and independently schedules appointments.
Screens incoming calls and correspondence and responds independently when possible.
Prepares memorandums outlining and explaining administrative procedures and policies to supervisory workers, and monitors compliance.
Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
Directs preparation of records such as agenda, notices, minutes, and resolutions for corporate meetings.
Monitors and directs recording of company stock issues and transfers.
Acts as custodian of corporate documents and records.
Directs preparation and filing of corporate legal documents with government agencies to conform with statutes.
Takes and transcribes dictation, and composes and prepares confidential correspondence, reports, and other complex documents.
Creates and maintains database and spreadsheet files.
Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings, and accompanies supervisor when requested.
Processes and submits office invoices to accounts payable department.
Assists Regional Marketing Manager with memorandums, etc.
Assists Local Leasing and Business Development Manager with monthly correspondences to specialty leasing tenants.
Collects monthly sales for all tenants.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Knowledge Competent in required job skills and knowledge; requires minimal supervision; displays understanding of how job relates to others.
Customer Service Responds promptly to customer needs; responds to requests for service and assistance; meets commitments.
Communications Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; keeps others adequately informed; selects and uses appropriate communication methods.
Cooperation Establishes and maintains effective relations; exhibits tact and consideration.
Oral Communication Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions.
Written Communication Edits work for spelling and grammar.
Ethics Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values.
Organizational Support Completes administrative tasks correctly and on time.
Adaptability Manages competing demands; able to deal with frequent change, delays, or unexpected events.
Personal Appearance Dresses appropriately for position; keeps self well groomed.
Attendance/Punctuality Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.

Education/Experience: Associates degree or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.
Language Ability: Read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Write routine reports and correspondence. Speak effectively before groups of customers or employees.
Mathematical Ability: Add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Compute rate, ratio and percent, and draw and interpret bar graphs.
Reasoning Ability: Apply common sense understanding to carry out simple one- or two-step instructions. Deal with standardized situations with only occasional or no variables.
Computer Skills: To perform this job successfully, an individual should have knowledge of Microsoft Suite (Word, Excel, Power Point, Outlook)
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.