Senior Administrative Assistant

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

Senior Administrative Assistant

Location: Newark, DE Pay: $44.60 per hour

Job Summary

The Senior Administrative Assistant provides comprehensive administrative, financial, and operational support to senior managers and their teams. This role coordinates schedules, travel, purchasing, expense reporting, personnel documentation, and office operations while maintaining strict confidentiality and professional communication. The position requires strong organizational skills, sound judgment, attention to detail, and the ability to manage multiple priorities independently. The assistant also supports budget tracking, purchasing processes, and workplace safety initiatives.

Job Responsibilities

• Promote workplace safety, support organizational safety requirements, and encourage good housekeeping practices.

• Schedule, attend, and coordinate monthly safety meetings.

• Manage calendars, schedule appointments, and organize meetings and events.

• Coordinate domestic and international travel, including flights, hotels, rental vehicles, passports, and visas.

• Manage office supplies, mail, telephone coverage, and general administrative operations.

• Review expense reports and purchasing card transactions for accuracy and compliance with applicable policies.

• Process purchase orders, requisitions, and other purchasing transactions through designated systems.

• Set up and maintain vendor records in Oracle.

• Coordinate office space assignments, moves, and relocations.

• Prepare meeting agendas and coordinate travel arrangements for visitors.

• Maintain organized office files, business records, and confidential personnel files.

• Process confidential personnel documentation, including employee requisitions, pay changes, relocation paperwork, and termination forms.

• Review email and proactively manage routine correspondence.

• Prepare monthly expense reports and assist with budget preparation and monitoring.

• Review and analyze monthly expenses and track expenditures using Vista Plus and Oracle General Ledger systems.

• Apply knowledge of purchasing, accounting, organizational policies, procedures, and personnel to resolve routine issues independently.

• Communicate professionally with internal and external contacts, including executive-level stakeholders.

• Manage multiple assignments, prioritize competing demands, and drive projects through completion.

• Maintain a professional demeanor and exercise discretion, tact, and integrity in all interactions.

• Perform additional administrative duties as assigned.

Job Requirements

• Minimum of 2-5 years of administrative experience supporting senior managers.

• High school diploma or equivalent.

• Proficiency with Microsoft Office or Google Workspace, including Word, Excel, PowerPoint, and Outlook.

• Strong working knowledge of Oracle purchasing and financial systems, including Vista Plus and Oracle General Ledger.

• Ability to type at least 60 words per minute and take shorthand.

• Strong written and verbal communication skills.

• Excellent organizational skills, attention to detail, and commitment to accuracy.

• Ability to handle confidential personnel and financial information with discretion.

• Ability to prioritize workloads, manage multiple tasks simultaneously, and exercise independent judgment on routine matters.

• Strong interpersonal skills and the ability to communicate effectively with executive-level contacts.

• Ability to work collaboratively in a team environment.

• Practical understanding of business operations, purchasing procedures, and administrative processes.

• Demonstrated tact, professionalism, and integrity when interacting with internal and external stakeholders.

• Ability to coordinate projects and follow through to completion.

Preferred Qualifications

• Bachelor's degree in Business Administration, Management, or a related field.

• Advanced experience with Oracle purchasing, Vista Plus, and general ledger systems.

• Experience with expense analysis, budget tracking, purchasing coordination, and confidential personnel administration.

About Equiliem

Equiliem believes in empowering success. It's our job to cultivate relationships that connect people and employers in a way that is inclusive, intelligent, and allows both to thrive.

Across the U.S., leading companies in healthcare, government, engineering, manufacturing, professional services, and energy rely on us for their workforce solutions. Our recruiting and HR services include contract and direct hire staffing, Payrolling/EOR, Independent Contractor Compliance, and Managed Services.

For almost 30 years, we've helped shape our industry. Today, we continue to research, ask questions, and continuously enhance the candidate journey and client experience.

Benefits

• Medical Insurance
• Vision & Dental Insurance
• Life Insurance
• Matching 401(k)
• Commuter Benefits
• Employee Discounts & Rewards
• Payroll Payment Options

EEO Employer

Equiliem is an equal opportunity employer. We do not discriminate or allow discrimination based on race, color, religion, creed, sex, age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Equiliem will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at [emailprotected] or [phone].