Administrative Assistant III in Florham Park, NJ at Apex Life Sciences

Date Posted: 2/13/2018

Job Snapshot

Job Description


Executive Assistant to support a VP and 30 other staff in Tax and Insurance Department. This is a medical leave cover for 4-6 weeks. We are looking for a seasoned C level Executive Assistant. The selected person will sit with the current FT EA for two weeks for training before she leaves for medical. Must be flexible, may need to work out of regular hours and overtime without a notice.

RESPONSIBILITIES

• Assisting a VP of Tax & Insurance - Monitor phone, calendar (scheduling meetings using Outlook), prepare emails (via dictation), and Word documents/PowerPoint slides for presentations/meetings. Assist the VP in his day-to-day functions.

• Travel Arrangements - Coordinate all aspects of travel (i.e., airfare, hotel, car service, etc.) as well as prepare detailed travel/expense reports (i.e., airfare, hotel, car rental, car service, etc.) for Tax/Insurance employees.

• Move Coordinator -- Order laptops, cell phones, business cards, name tags and any equipment necessary for startup of new BASF employee – via MyLink, Access IT, JLL and Staples websites. Coordinate with a telephone personnel to make sure phone is set up for new employee for office/workstation.

• Access IT – Initiate all on-boarding requests for all new employees/contractors/interns (working closely with HR/Manager). Work with on-site IT personnel to ensure smooth transition of new employees. Order any new apps for employees.

• Cell Phone - Work closely with on-site cell phone assistance to ensure smooth upstart.

• Mail - Open/distribute mail for Tax/Insurance groups.

• Federal Express – Prepare packages when necessary.

• Work Cycle – Coordinate/process all electronic payments for Tax/Insurance.

• Monthly Reports - Coordinate report via e-mails with DRs, arrange monthly meetings with DRs and compile report for EVP.

• FL Newsletter Monthly – Coordinate monthly announcements – Communicate to contact in Germany (15th of month).

• OBSERVE - Coordinate monthly OBSERVE meetings for Tax Dept.

• Tax Steering Committee Meetings - Coordinate/arrange twice yearly (i.e., arrange conference rooms, events, hotel, car service, food and any additional travel assistance for German colleagues, etc.).

• Community Day Event - Coordinate/arrange twice yearly (i.e., arrange event along with Team – i.e., location,

food, select shirts, etc.)

• Site Safety Meetings (quarterly) – Arrange meetings with participants and coordinate room with Learning/Development Center.

• Quarterly Scorecard – Communicate due dates.

• BASF Organizational Chart – Compile new information/edit and distribute at end of year.

• Wellness Champion – Team Member (Healthy You!). Participate in team calls and relay new information (if

necessary).

• Floor Sweeper - Twice yearly fire drills as well as Headcount for Tax, Insurance, Real Estate and Controlling

Groups.

• FPHQ - If there is any issue in building, bring to the VP’s attention and communicate with on-site Facility

Department JLL (i.e., safety issues - stairwell, cafeteria, bathroom and/or parking lot issues, etc.)

• Copier machine - Monitor (i.e., contact FP on-site personnel for assistance if machine is not functioning properly).

• Office Supplies - Order office supplies for Tax/Insurance groups through SRM website.

• CitiManager – Reconcile account for all purchases for office.

• Notary - Notarize documents for Tax, Insurance and Real Estate.

• BASF Wi-Fi access – Request/relay Wi-Fi access for visitors.

• BASF Safety Volunteer – Keep medical bag for 5th floor. Work with the company nurse to make sure

supplies are current. Keep medical drawer supplies replenished and update as needed.

Other Miscellaneous responsibilities

• Lockbox checks – Coordinate mailing. (Insurance)

• Milk for the area 5C pantry (up to twice weekly).

• Office Supplies – Order miscellaneous as needed for Tax/Insurance Depts. (i.e., tissues, plastic cutlery, plates,

etc.) via Amazon.

• Water – order cases through Vallen for Tax/Insurance Dept. meetings.

EEO Employer

Apex is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at employeeservices@apexsystemsinc.com or 844-463-6178.