Office Manager

Ports America, Inc.; Newark (NJ); On-site; USD 60,000 - 80,000; Full time

Job summary

Ports America, a leader in the maritime industry, is seeking an Office Manager/Sr. Executive Assistant who will be responsible for coordinating office operations and supporting executive management. This role involves managing communications, facilitating meetings, and leading community outreach efforts while ensuring efficient office functionality.

Qualifications

• 5+ years providing secretarial services to mid and upper-level management.
• Ability to obtain a TWIC Card from the Department of Homeland Security.
• Valid Driver’s License in good standing.

Responsibilities

• Manages overall office administrative activities for the Company.
• Prepares complex correspondence, reports, and presentations.
• Organizes and manages staff events and community outreach efforts.

Skills

Communication

Administrative Skills

Organizational Skills

Analytical Skills

Education

Four (4) year college degree

Tools

Microsoft Office

Job description

In the maritime industry, where colossal ships dock, and millions of tons of cargo are moved with precision, it takes teams of dedicated individuals to keep global trade in motion. Working in this dynamic sector means that you play a part in ensuring the pulse of commerce never skips a beat, all while driving the future of supply chain logistics and marine terminal operations.

Dive into a career where your talents make an impact and help us steer the future of this vital sector. Every job function in our organization, whether it’s on the docks or behind the scenes in administrative roles, finance, payroll, or IT, has a significant impact on the national economy and critical supply chain operations. Where the pulse of global trade meets the precision of maritime excellence, at Ports America, we don’t just move cargo; we drive the nation’s economic engine!

Summary:

The Office Manager/Sr. Executive Assistant is responsible for managing, organizing, coordinating and implementing all office operations to ensure the organizations effectiveness and efficiency. This role will perform, coordinate and oversee technical and office administrative duties in support of the PNCT President as well as his management team including the Health, Safety & Sustainability Team.

• Manages and coordinates overall office administrative activities for the Company.
• Receives and screens telephone calls, letters, and / or visitors. Answers routine questions and furnishes information to save executive’s time.
• Schedules appointments and makes arrangements for meetings, conferences and travel.
• Prepares complex correspondence, reports and presentations using various software packages.
• Communicates instructions to various individuals and / or departments and furnishes and obtains information from other key management personnel.
• Prepares special reports, gathering and summarizing data.
• Organizes and maintains files of principle’s correspondence and records following up on pending matters.
• Independently responds to letters and general correspondence of a routine nature.
• May transcribe dictation of a highly confidential nature.
• Prepares routine letters and memoranda for executive’s signature.
• Organizes and expedites flow of work through the executive office. Initiates follow up action.
• Serves as the primary point of contact with facilities to ensure all issues are addressed timely.
• Organizes and manages any and all staff events, including but not limited to Town Hall meetings etc.
• Will lead the community outreach efforts for the City of Newark and the State of New Jersey
• Reporting responsibility increased to include dotted line responsibilities to Safety for NY NJ Region.
• Active member of the Safety and Communications Committee
• Oversight for Administrative support for Safety Department
• Actively participates and organizes the support for Safety Training functions
• Participates in the Peer Review Process
• Completes weekly/monthly safety walkabouts
• Other duties as assigned.

Minimum Requirements :

• Four (4) year college degree
• 5+ years providing secretarial services to mid and upper level management.
• Equivalent combination of education and experience may be considered.
• Requires the ability to obtain a TWIC Card issued by the Department of Homeland Security.
• A valid Driver’s License in good standing is required.
• Certified Incident Cause Analysis Method Investigator helpful.

Preferred Requirements:

• Highly-effective written and oral communication skills.
• Proficiency with Microsoft Office.
• High level of tact and integrity due to exposure to confidential information.
• Ability to effectively and efficiently handle multiple, simultaneous, and complex tasks and projects.
• Understanding of the principal’s job and method of operation. This implies an understanding of department and company organization, operations and procedures.
• Program management and administrative skills.
• Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
• Ability to investigate and analyze information and to draw conclusions.

Working Conditions:

• The following will be required for the HS&E duties responsibilities:
• Frequent walking, standing, bending, and occasional sitting
• The ability to climb up and down a stairs and equipment
• The ability to work in changing hot and cold climates based on weather conditions
• The ability to work in an environment with moving objects and machinery; the environment may be hazardous to persons unable to see or hear fast moving heavy equipment

NOTE: This job description is not intended to be all-inclusive. Employees may perform other related duties as needed to meet the ongoing needs of the organization.

Ports America is an Equal Opportunity Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race; color; religion; national origin; sex (including pregnancy); sexual orientation; gender identity and/or expression; age; disability; genetic information, citizenship status; military service obligations or any other category protected by applicable federal, state, or local law.

This role does not offer sponsorship for work authorization. External applicants must be eligible to work in the US.

Our dedicated team at Ports America will be pleased to address any specific inquiries or concerns you may have regarding the handling, protection, and security of your data. We are committed to ensuring the utmost privacy and confidentiality of your personal information and will gladly provide you with the necessary details to help you better understand our practices and protocols.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.