IPS is hiring!We are looking foratalented Administative Assistant II to join our industry leadingAdministrative/Clericalteam based out of our Somerset, NJ office location.
The Administrative Assistant II provides administrative support to mid to upper level managers and other department members.Administratively manages phone calls, mail, travel arrangements, scheduling and meeting planning and the typing of correspondence and presentations.
Job Duties and Responsibilities
Answers and fields incoming phone calls to the area, taking messages, forwarding calls and taking steps to possibly resolve the issue without interrupting a manager or department member.
Maintains the calendar and schedule of managers.Schedules meetings, conference calls and appointments.Books meeting rooms and reserves necessary equipment. Sets up outside catering for meetings as necessary.
Sorts and distributes incoming mail, faxes, FedEx and UPS packages, and prepares outgoing correspondence and packages.
Manages the travel arrangements of managers and/or senior members of the department. Schedules airline, car and hotel accommodations using outside travel agencys database.Keeps travel profiles up to - date with travel preferences and frequent flier information.
Completes project work that is assigned in a timely manner with little to no errors.
Performs typing of correspondence, reports, proposals, presentations, meeting minutes, etc., with little or no errors.
Creates and maintains databases, filing system, logs and reports necessary for the company or department to access quickly and efficiently.
Assists in organizing departmental events as necessary.
Supports Receptionist with phone calls and visitors.Relieves receptionist for lunch a few times each month, as necessary.
Special projects as assigned.
Qualifications & Requirements
A minimum of 3 years experience in an administrative position supporting a department or more than one individual.
Requires little supervision.
Demonstrated proficiency in Microsoft Office; Word, Excel and PowerPoint.
Able to handle multiple tasks efficiently and meet multiple project deadlines.
Possesses a sense of fiscal responsibility.
Highly organized, with a strong attention to detail.
Able to work in a team environment.
Highly reliable with excellent communication and customer service skills.
IPS-Integrated Project Services is a global leader in developing innovative and cost effective solutions for the engineering, construction, commissioning and qualification of complex pharmaceutical and biotech research and manufacturing facilities. With technical expertise spanning R&D to pilot-scale to large-scale production, our team specializes in the technology, trends and regulatory environment to successfully deliver capital projects and improve operations. For over thirty years, we have applied unique LEAN methodologies throughout the project life cycle, continually finding ways to do things better and more efficiently, delivering higher quality and controlling costs. Headquartered in Blue Bell, PA, IPS is a multi-national company with over1,300professionals worldwide and offices in California, Kansas, Maryland, Massachusetts, New Jersey, North Carolina, Pennsylvania, Brazil, Canada,China, Ireland, Singapore, Switzerland, UKand four locations in India.