Executive Administrative Specialist - Calendar and Travel

Equiliem; Newark (DE); Sur place; USD 51 000 - 72 000; Plein temps

Avantages offerts par ce poste

Medical Insurance

Vision & Dental Insurance

Life Insurance

Matching 401(k)

Commuter Benefits

Employee Discounts & Rewards

Payroll Payment Options

Résumé du poste

Equiliem is seeking a Senior Administrative Assistant in Newark, DE to provide comprehensive administrative, financial, and operational support to senior managers. The role handles calendars, travel, expense reporting, purchasing, and confidential personnel records with discretion and professionalism.

The ideal candidate will have 2–5 years of experience, strong organizational skills, and proficiency with Oracle purchasing and Vista Plus.

Qualifications

• Minimum 2–5 years of administrative experience supporting senior managers.
• High school diploma or equivalent.
• Proficiency with Microsoft Office or Google Workspace (Word, Excel, PowerPoint, Outlook).
• Typing at least 60 WPM and shorthand experience.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to handle confidential personnel and financial information with discretion.
• Ability to manage multiple tasks and prioritize workloads.
• Experience with Oracle purchasing, Vista Plus and Oracle General Ledger.
• Ability to communicate effectively with executive-level contacts.

Responsabilités

• Promote workplace safety and support organizational safety requirements.
• Schedule, attend, and coordinate monthly safety meetings.
• Manage calendars, appointments, meetings, and events.
• Coordinate domestic and international travel (flights, hotels, visas).
• Manage office supplies, mail, phone coverage, and admin operations.
• Review expense reports and purchasing card transactions for accuracy.
• Process purchase orders and requisitions in designated systems.
• Set up and maintain vendor records in Oracle.
• Coordinate office space assignments, moves, and relocations.
• Prepare meeting agendas and travel arrangements for visitors.
• Maintain confidential personnel files and payroll-related documents.
• Review email and manage routine correspondence.
• Prepare monthly expense reports and assist with budget monitoring.
• Analyze monthly expenses using Vista Plus and Oracle GL.
• Apply purchasing, accounting, and policy knowledge to resolve routine issues.
• Communicate professionally with internal and external contacts, including executives.
• Manage multiple assignments and drive projects to completion.
• Maintain discretion and integrity in interactions.
• Perform additional administrative duties as assigned.

Connaissances

Administrative support

Microsoft Office

Google Workspace

Communication skills

Organization & detail orientation

Typing 60 WPM

Shorthand

Discretion with confidential info

Executive-level communication

Formation

High school diploma or equivalent

Bachelor's degree (preferred) in Business Administration/Management

Outils

Oracle purchasing

Vista Plus

Oracle General Ledger

Description du poste

Equiliem is seeking a Senior Administrative Assistant in Newark, DE to provide comprehensive administrative, financial, and operational support to senior managers. The role handles calendars, travel, expense reporting, purchasing, and confidential personnel records with discretion and professionalism.

The ideal candidate will have 2–5 years of experience, strong organizational skills, and proficiency with Oracle purchasing and Vista Plus.