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Virtual Executive Assistant

Company: Rockwell Medical Inc
Location: Hackensack
Posted on: July 26, 2020

Job Description:

Description:
Summary/ObjectiveThis position provides administrative support for the multiple organizational departments by providing support to our managers and employees, assisting in daily office needs and handling our company's general administrative activities. In addition to typing, filing and scheduling, this role performs duties such as record keeping, coordination of meetings and conferences, obtaining supplies, coordinating mailings, and working on special projects. Also, this role answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends improvements in streamlining office practices.Essential Functions --- Establishes, develops, maintains and updates filing system for various departments. --- Retrieves information from files when needed. --- Schedules and organizes complex activities such as meetings, travel, conferences and department activities for members of various departments. --- Organizes and prioritizes large volumes of information and calls.--- Drafts written responses or replies by phone or e-mail when necessary. --- Responds to regularly occurring requests for information.--- Answers phones, takes messages or fields/answers all routine and non-routine questions. --- Works in cooperation with other assistants to cover phones.--- Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents and chiefs. --- Handles confidential and non-routine information and explains policies when necessary.--- Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the hiring manager, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating printed materials.--- Coordinates division of workload with the administrative assistant in community relations.--- Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc.--- Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.--- Supports hiring manager in maintenance of the department financial records. Activities include: copying check requests and sending to accounts payable for travel reimbursement, documenting corporate credit card expenses to corporate finance.Departmental Functions (Accounting):--- Filing and retrieving invoices for audit or payment.--- Picking up mail from main building, opening, and sorting mail.--- Stamping invoices with date received, accounting dept coding, updating grid.--- Scanning of A/P Invoices, and other documents as needed.--- Mailing vendor payments, including reviewing support.--- DocuSign support for contracts, A/P invoices, etc.--- Maintain electronic files.--- Order office supplies, including tracking for reorder.--- Errands - including picking up and delivering to another building.--- Bank runs.--- Printing stamps.--- Maintain office equipment. Schedule repairs, etc.Competencies1. Thoroughness.2. Collaboration Skills.3. Flexibility. 4. Adept in Technology. 5. Strong Verbal & Written Communication.6. Organization. 7. Time Management. 8. Strategic Planning. 9. Resourcefulness. 10. Detail-Oriented. 11. Anticipates NeedsSupervisory Responsibility--- This position has no supervisory responsibilities.Work Environment--- This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, fax machines, scanners, photocopiers, and filing cabinets.Physical Demands--- The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.--- This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. The employee may need to frequently lift and move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception and ability to adjust focus.--- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Position Type/Expected Hours of Work--- This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m.Travel--- No travel is expected for this position.Required Education and Experience--- High School Diploma or GED. BA or BS in related field preferred.--- A minimum of two years related administrative experience.Preferred Education--- Some college level courses in business or a related field.Additional Eligibility Qualifications--- NoneWork Authorization/Security Clearance--- Must be eligible to work in the United States for any employer.EEO Statement--- Rockwell Medical provides equal employment opportunities to all employees and applicants for employment and does not discriminate based on an individual's race, color, creed, national origin, religion, disability status, age, sex, genetics, protected veteran status, sexual orientation, marital status, gender identity or expression, or any other characteristic protected by federal, state or local laws. --- This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Other Duties--- Please note that this job description is not intended to be an exhaustive listing of all activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. .

Requirements:
Required Education and Experience--- High School Diploma or GED. BA or BS in related field preferred.--- A minimum of two years related administrative experience.Preferred Education--- Some college level courses in business or a related field. PI121803827

Keywords: Rockwell Medical Inc, Hackensack , Virtual Executive Assistant, Other , Hackensack, New Jersey

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