Basic Information

Location
NJ Parsippany 5 Sylvan
Posted Date
17-Dec-2021
Department
Administrative Services
Agency
FCBCURE
Job Code
105170
Job Type
Regular

Job Description


JOB OVERVIEW

The Administrative Assistant provides general administrative support to team members. T&E support provided to VPs and above.

ESSENTIAL FUNCTIONS

Administrative
  • Answers telephone calls and receives messages, coordinates travel, expenses, calendar management, meeting coordination and room set up. Perform other administrative tasks as required. _x000D_


JOB DUTIES & RESPONSIBILITIES
  • Handles all business related travel (transportation and lodging) for senior managers.
  • Prepares and monitors all expense reports and handles any expense issues (through Concur and Omaha Processing Center) for senior managers.
  • Assists with new business presentations; often coordinating group travel logistics.
  • Miscellaneous administrative duties (copying, faxing, filing, distributing photocopies, memos, assembling presentation decks, etc., as requested).
  • Coordinates with client counterparts (external admins) for scheduling client meetings, teleconferences, etc.
  • Reserves and prepares conference rooms for client meetings – room set up, AV, catering, supplies, etc.
  • Arranges for teleconference or WebEx via BT Conferencing, sending invites to all participants.
  • Answers telephone for EVP, always knowing how to locate manager when necessary.
  • Maintains contact sheets, both internal and client.
  • Creates/maintains team org charts.
  • May input timesheets for senior managers.
  • Manage PTO calendar for team.
  • Registers guests with the security system.
  • Meet/greet guests at reception and escort to appropriate office/conference room.
  • Prepares materials for overnight shipments including packaging, all paperwork, etc.
  • Orders office supplies.
  • Prepares for off-site storage, fills out and maintains all paperwork for tracking.
  • Prepares new hire profiles set ups, i.e.: Concur, Amex Travel, Car Service, etc.
  • Requests delegate access to Outlook, Concur and Amex Travel.
  • Provides assistance to other teams when other Admins are out of the office.
  • Reception duty as needed.
  • Flexible with overtime.

EDUCATION
DEGREE/DIPLOMAAREA OF STUDYREQUIRED/PREFERRED
  
 


LICENSES & CERTIFICATIONS
    N/A

EXPERIENCE
MIN YEARSAREA OF EXPERIENCEREQUIRED/PREFERRED
 Microsoft Office
 
 Making Travel Arrangements
 
 Managing Calendars
 
 Experience of Infrastructure (physical and logical) Troubleshooting and Support
 

KNOWLEDGE & SKILLS
  • Proficiency in Microsoft Word, Excel, PowerPoint
  • Proficiency in Concur expense management system

COMPETENCIES
  • Is attentive and shows interest in the subject; Expresses ideas clearly and accurately
  • Ability to work effectively in a team environment to build and foster collaborative environment
  • Creates clear goals, identifies and finds the resources (e.g. time, people, materials)_x000D_ needed to achieve them, and schedules tasks so that work is completed on time

For U.S. Job Seekers

It is the policy of FCB and any of its affiliates to provide equal employment opportunities to all employees and applicants for employment without regard to race, religion, color, ethnic origin, gender, gender identity, age, marital status, veteran status, sexual orientation, disability, or any other basis prohibited by applicable federal, state, or local law. EOE/AA/M/D/V/F.