Sr Administrative Assistant
On-siteBudd Lake, New Jersey, United States
Job Summary
Provide primary administrative support to the Vice President and Business Unit Manager, managing complex calendars and coordinating meetings across multiple time zones. Serve as a professional liaison among leadership, employees, customers, and external stakeholders while preparing briefing documents, presentations, and organizational materials. Plan and execute site and Business Unit events from concept through completion, including leadership visits, training sessions, and off-site meetings. Coordinate domestic and international travel, logistics, and expense reporting for the VP and designated staff. Partner with Facilities, Human Resources, Communications, and Finance to deliver safe, professional events and resolve procurement discrepancies. Maintain recurring administrative spending reports and track commitments against approved budgets. Work primarily in a professional office and manufacturing-site environment with reasonable schedule flexibility for early-morning meetings and urgent changes.
Required Qualifications
- Associate degree or equivalent combination of education and relevant experience
- Five or more years of progressively responsible administrative experience, including at least three years supporting a senior Sr. or leadership team
- Demonstrated experience managing complex calendars, leadership meetings, events, domestic and international travel, and expense reporting
- Advanced proficiency with Microsoft 365, particularly Outlook, Teams, Word, Excel, and PowerPoint
- Strong written, verbal, proofreading, interpersonal, and cross-cultural communication skills
- Demonstrated ability to anticipate needs, manage multiple deadlines and shifting priorities, solve problems, and complete assignments accurately with limited supervision
- Sound judgment and a demonstrated ability to maintain strict confidentiality
- Ability to work effectively with employees, Sr.s, vendors, customers, and visitors from different functions, locations, and cultures
- Reasonable schedule flexibility during major events, Sr. travel, early-morning meetings with Germany, or urgent changes
- Experience with corporate travel, expense-management, procurement, or ERP systems
Desired Qualifications
- Some college in business administration, communications, hospitality, or a related discipline
- Experience supporting operations leadership in a manufacturing, technology, aerospace, photonics, or similarly regulated environment
- Experience coordinating international travel and meetings across global time zones
- Experience tracking departmental spending, reconciling expenses, processing invoices, or preparing budget reports
- Project coordination, event-planning, or office-management experience
- Familiarity with continuous-improvement practices and document-control requirements
- German-language ability or prior experience working with German colleagues
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