Administrative Assistant

Sullivan, Cotter and Associates, Inc. has an immediate opportunity for an experienced Administrative Assistant in our Parsippany office that has the demonstrated ability to create, support and execute a variety of services that promote the goals of the Firm and help to drive business results.

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PRIMARY DUTIES AND RESPONSIBILITIES

  • Preparing and editing complex and confidential correspondence, communications, presentations and other documents.
  • Prioritizing and managing multiple projects simultaneously, and following through on issues in a timely manner.
  • Calendar management, requiring interaction with both internal and external executives, consultants and assistants, to coordinate a variety of meetings.
  • Arranging travel schedules and reservations for executive management, as needed.
  • Sorting and distributing incoming correspondence by priority; organizing and prioritizing large volumes of information including the survey library.
  • Answering phones and managing incoming calls appropriately, professionally and efficiently.
  • Proactively organizing and managing office supply stock; ordering supplies as needed.
  • Coordinating and managing the operation and maintenance of office equipment.
  • Assist with the planning and setup of internal or client meetings, lunches etc., as requested.
  • Maintaining the overall office presence in a neat and orderly fashion.
  • Support and backup other administrative assistants in the firm, as needed.
  • Contribute ideas and efforts toward improved internal firm operating procedures.
  • Participate in continuing education to maintain leading edge knowledge and skills in area of expertise.
  • Maintain an adequate daily time summary.
  • Flexibility to work overtime as required.
  • Various other duties as assigned.

EDUCATION AND EXPERIENCE REQUIREMENTS

  • Associate degree in a business-related field.
  • Basic understanding of the not-for-profit health care industry or the compensation consulting environment is a plus.
  • Proven expert-level knowledge of and experience working with Microsoft Excel, Word, PowerPoint and Outlook. Microsoft Office Specialist certification preferred.
  • Excellent time management, multi-tasking and organizational skills, and the ability to simultaneously manage and execute several challenging projects or tasks in a high-pressure environment.
  • Strong problem analysis and decision-making skills, and the ability to:
    • Anticipate and proactively address the administrative needs of office staff.
    • Effectively analyze a situation and proactively take action.
    • Make decisions wisely and after adequately contemplating various available courses of action.
    • Work effectively and positively with ambiguity.
    • Approach challenges in a systematic and rigorous manner, and formulate a logical plan based on proposed solutions.
  • Demonstrates integrity and confidentiality under any circumstance or situation.
  • Ability to coordinate Client-related or inter-office meetings and events, as needed.
  • Demonstrates advanced editing and proofreading skills.
  • Excellent interpersonal skills and the ability to work with Clients and colleagues at all levels within the organization.
  • Excellent verbal and written communication skills are required.

BEHAVIORAL ATTRIBUTES

  • Self-starter with demonstrated ability to successfully assist with multiple project deliverables in a driven and changing organization.
  • Demonstrates ability to shift gears on projects comfortably and effectively.
  • Polished and professional demeanor, including a positive attitude, confidence and high level of self-motivation.
  • Demonstrates a welcoming and helpful persona, and ability to control and filter emotions constructively under pressure.
  • Demonstrates patience, conscientiousness and trustworthiness when dealing with differing personalities within the Firm.
  • Flexibility, adaptability, and the ability to work under tight deadlines or changing needs.
  • Ability to work independently.
  • Exceptional Client and employee service orientation.
  • Capable of working in a group as a strong team player.
  • Strong attention to detail and concern for quality, accuracy and completeness of work.

Sullivan, Cotter and Associates, Inc. is an Equal Opportunity Employer.

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