Job Details The Executive Admin is responsible for ensuring that his/her assigned group has adequate support. The Executive Admin interacts daily with various customers, vendors, Legal Counsels, Supply Chain Group, Finance, building property management, and Information Technology.
MAIN RESPONSIBILITIES - Organize appointments/meetings/business meals and prepare business trips.
- Timesheets, vacation request forms, expense reports and other relevant internal documents
- Maintain company vehicle and cell phone list for Princeton office.
- Review & approve vendor invoices; Order office supplies
- Answering main calls for main line, answering door for visitors.
- Arranging for mail/fed ex delivery
- General office filing
- Greeting Visitors and Vendors at front door.
- Purchasing order supplies, receiving them and storing them in a proper place. Checking for expiration dates regularly.
- Ordering food deliveries for meetings & company events. Assisting with set up and clean up.
- Up-keeping interoffice forms and the phone list.
- Assisting with the desk and supplies set up for new hires/contractors/visitors upon arrival, removing stuff and cleaning desks after employee's departure.
- Performing scanning copying, mailing and other office functions as needed.
- Preparing domestic and international shipments as needed.
- Coordinating domestic and international travel arrangements.
- Completing the travel approval forms & submitting for approval.
- Business Visa applications and invitation letters preparation.
- Managing & maintaining company vehicles.
- Responsible for effective maintenance and daily activities and resolving issues arising out of day-to-day operations and other organizational duties as needed.
- Point of contact for building management communication and issues. Entering work tickets through the SJP Portal.
- Ensuring high satisfaction of visitors and colleagues in the office.
- Creating and updating SAP Quotes, Projects and POs.
- Processing timesheets for all contractors.
- Reviewing and approving Cleemy expense reports.
- Purchasing gear for refinery visits in accordance with the standards and regulations and maintaining the gas monitors: -> will be done by QHSE
- Preparing conference rooms setting (adding/removing chairs & tables) for larger meetings.
- Point of contact for FedEx delivery scheduling, claims, disputes and issues.
- Managing ISO room storage, offsite storage and archives.
- Office clean-up and improvement projects as they arise.
- Assisting with Power Point presentations or other projects as needed
qualifications - Demonstrated ability in areas of time management/organizational skills
- Capability to prioritize tasks as well as seek guidance when conflicts arise.
- Proficiency in the use of all Microsoft Office tools, including Word and Excel.
- SAP (or similar ERP system) experience a plus.
- Ability to maintain good working relationships in a multi-cultural office environment.
- Experience dealing directly with customers.
- Ability to understand a sense of confidentiality (especially in the area of legal)
tECHNICAL & BEHAVIORAL REQUIREMENTS Behavioral - Dependable resource in high stress situations
- Strong work ethics, reliable for work product delivery, self-starter
- Ability to communicate well both verbally and in writing to all levels of the company
- Demonstrated analytical and decision-making skills
- Highly confident, articulate individual who is a team player and works well with others internally and externally
- Ability to prioritize tasks, be able to respond to changes in priorities and seek advice when challenges or uncertainty arises
- Ability to explain complex ideas in a cohesive and clear manner
- Highly motivated, self-sufficient and enthusiastic individual who has strong desire to lead projects
Required (Executive admin) Competencies: - Customer Focus: Building strong customer relationships and delivering customer-centric solutions.
- Communicates Effectively: Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
- Drives Results: Consistently achieving results, even under tough circumstances.
- Action Oriented: Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
- Interpersonal Savvy: Relating openly and comfortably with diver groups of people.
- Builds Networks: Effectively building formal and informal relationship networks inside and outside the organization.
- Situational Adaptability: Adapting approach and demeanor in real time to match the shifting demands of different situations.
- Persuades: Using compelling arguments to gain the support and commitment of others.
- Instills Trust: Gaining the confidence and trust of others through honesty, integrity, and authenticity.
- Resourcefulness: Securing and deploying resources effectively and efficiently.
- Being Resilient: Rebounding from setbacks and adversity when facing difficult situations.
- Courage: Stepping up to address difficult issues, saying what needs to be said.
HSEQ REQUIREMENTS Health and Safety: - Take responsibility for the health and safety of self and others
- Report any and all health and safety problems to your manager
- Maintain awareness, proactively participate and support all Axens policies and objectives for health and safety
- Assist in the continual improvement of an effective Business Management System complying with the requirements of OHSAS18001:2007
Environmental: - Take responsibility for the sustainability of Axens and protecting the environment
- Report any and all environmental concerns or problems to your manager
- Maintain awareness, proactively participate and support all Axens policies for environmental protection
- Assist in the continual improvement of an effective Business Management System complying with the requirements of ISO 14001:2015
- Assist in achieving Business Unit, Regional and Global Environmental Management Program goals and objectives
Quality :
- Take responsibility for the sustainability of Axens and ensuring quality performance
- Report any and all quality related issues or to your manager
- Maintain awareness, proactively participate and support all Axens policies for quality management
- Assist in the continual improvement of an effective Business Management System complying with the requirements of ISO 9001:2015
- Assist in achieving Business Unit, Regional and Global Quality Management Program goals and objectives
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