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Job Position ID:  4363

Administrative Assistant

msg global solutions Inc.
Location: 

Princeton, US

Employment Type:  Full Time
  1. ESSENTIAL FUNCTIONS

The basic functions of the Administrative Assistant are to provide the support needed for the operations of the business to run effectively and efficiently service its customers.   This includes, although is not limited to, the following:

 

Office Administration

  • Answer/respond to phone requests, review voice mail and direct as appropriate
  • Provide information by answering questions and requests
  • Incoming and outbound mail & fax management
  • Receive and direct visitors and clients
  • Provides communication to the Operations Teams regarding office events (visitors, landlord activities, etc.)
  • Work with Finance team to process monthly expenses reports

 

Vendor Relationships

  • Negotiate rates & successfully maintain relationships with local and national vendors, e.g., local hotels, rental car agencies, travel agency, etc.
  • Main point of contact for property management

 

General Corporate Support

  • Maintain office supply inventory
  • File management (both electronic and paper) for Finance, HR & EVP as needed
  • Manage and Maintain Company’s intranet (GURU) page and other global systems/databases
  • Employee gift (swag) management including ideas, ordering, shipping and stock management
  • Responsible for planning and execution of annual business meeting (Kickoff)
  • Back-up for IT as it relates to preparing equipment for new hires
  • Provides clerical and administrative support to the Country Managers and other staff as requested or assigned
    • Human Resources, e.g., employee address lists, new hire welcome kits, shipping labels, new state registration, HR projects, etc.
    • Marketing, e.g., coordinate social events for marketing, special events; assist with social media marketing efforts
    • Finance support such as company registration and renewal filings in various states, assist in the response to tax notices, customer billing, assist in the expense reimbursement process, meeting scheduling, Admin/Travel/IT credit card reconciliation and other tasks as assigned
    • General operations, e.g. assist with presentation and material preparation, ordering business cards, etc.
    • Assists with travel and correspondence as needed
  • Handle requests for information and data; conducts research as needed
  • Completes day-to-day requirements, expediting work results.

 

  1. MINIMUM JOB REQUIREMENTS

EDUCATION / EXPERIENCE

Associates Degree, Administrative Assistant training certificate or equivalent work experience.

 

SKILLS/KNOWLEDGE/COMPETENCIES

  • Demonstrated ability to remain flexible and calm in all situations; must have “can-do” attitude
  • Dedication to exceptional work quality; detail and process management orientation
  • Excellent written and verbal communication skills
  • Passion for providing extraordinary internal & external customer service
  • Strong scheduling and/or prioritizing skills with strong proficiency in data entry
  • Strong proficiency with computers, strong experience with the full Microsoft Office suite, email, and internet
  • Professional personal presentation
  • Strong organization and planning skills
  • Ability to read, analyze, and interpret data and information and apply appropriate judgment
  • Demonstrated ability to work independently with minimal supervision and to make decisions independently
  • Honesty and integrity are critical to this organization
  • Ability to handle confidential information with discretion
  • Thorough knowledge of office machines and equipment, e.g. fax machines and photocopiers

Travel

Less than 10% travel required; some local travel may be required for training and/or other business purposes.

 

  1. Working conditions

Fast paced work environment; flexibility in work schedules may be required due to changing business demands.  Hybrid work environment.  The standard work environment is general office conditions (standing, sitting, walking).  

 

  1. OTHER

 

  • Support with projects as needed
  • Completes any additional assignments as requested by management
  • This position is not eligible for visa sponsorship

 

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time with or without notice. 

About msg global solutions

msg global solutions is a systems integrator, software development partner and managed services provider focused on SAP solutions for accounting, finance, regulatory reporting, performance management, customer experience and IoT. Operating from offices across the globe and growing, our expert teams help clients achieve operational efficiency and improve decision-making capabilities. While the heart of our expertise is in the financial services sector, our solutions are utilized in a wide range of industries.


Nearest Major Market: Miami