Administrative Assistant - Mid Level

Company: millenniumsoft
Location: Franklin Lakes
Posted on: April 2, 2026

Job Description:

Position : Administrative Assistant Location : Franklin Lakes, NJ Duration : 12 Months Total Hours/week : 40.00 1 st Shift Client: Medical Device Company Job Category: Administrative Services & Transportation Level Of Experience: Mid-Level Employment Type: Contract on W2 (Need US Citizens or GC Holders Only) Job Description: Admin will support 10 VP's and or Sr Directors up to 10 calendars the Sr Administrative Assistant serves as the administrative partner to senior managers reporting to the OCMO Leadership Team. This position is responsible for routine and non-routine activities such as, calendar management and event planning, coordinating travel arrangements, manages expense reports and general administrative support. The Sr. Administrative Assistant is expected to work independently, taking routine direction and will manage competing priorities and must handle multiple tasks efficiently. The position has limited discretion and decision-making is limited to the defined scope of a project. This position is directly managed by xxx, but supports multiple non-exempt OCMO leadership staff (Sr Directors (5) and Directors (9) Responsibilities Calendar Management, Travel and Event Planning (50%) Proactively manages complex calendars with competing priorities. Schedules activities and meetings and manage the Executives’ calendars Coordinates meetings and proactively resolve conflicts including making recommendations for meetings with other leadership team members. Uses good judgment on when to involve the Executive in resolving competing priorities. Handles all administrative matters related to meetings, including booking meeting rooms, arranging catering, gathering supplies, ensuring room is equipped appropriately, etc. Arranges travel plans including booking flights, hotel accommodation, car rental, and providing appropriate travel directions. Stays abreast of any changes and responds with a sense of urgency. Ensures team members are aware of any changes to the arrangements or itinerary. May be requested to handle/ process expense reports for group. General Administrative Support (30%) Maintain a high level of accuracy in all administrative tasks. Establishes and maintains appropriate electronic files (e.g., MS Teams sites/ folders) Attends specific meetings, takes, and transcribes meeting minutes. Meet quality standards for the position: Invoice processing, vendor management (20%) Coordinates approval and payments of invoices for expenses charged to managers’ department budgets. Resolves billing and payment issues. Enter purchase orders on SAP software system. Distribute purchase orders. Prepare and process payables by coding and recording. Reconcile expenses with A/P and Finance reports. Update and distribute budget reports on a monthly basis. Maintain accounting files for 5-year period

Keywords: millenniumsoft, Bloomfield , Administrative Assistant - Mid Level, Administration, Clerical , Franklin Lakes, New Jersey