International Flavors & Fragrances New York , NY 10007
IFF is seeking an experienced Senior Administrative Assistant. This individual will primarily provide general administrative support to a team including executives. In addition, this individual will also assist with contracts and related activities.
Primary administrative responsibilities will include:
Managing calendars of the team, screening all callers and making proper referrals.
Preparing and managing domestic and international travel itineraries and processing expenses on a timely basis.
Assisting with preparing correspondence, presentations and RFPs.
Coordinating office support activities, presentations and/or events as required.
Learning and operating computer software and systems used by the assigned team.
Exercising independent judgment for problem solving.
Ability to handle confidential information and be discrete.
Supporting other Executive Assistants as required.
Being a positive and collaborative member of the team.
Ability to anticipate the needs of the assigned team and perform duties proactively.
Assisting with special projects, as needed.
Under the guidance and supervision of an attorney, the Senior Administrative Assistant will also assist with contract related responsibilities such as:
Acting as the initial point of contact for both internal and external customers on contract reviews
Managing record keeping for contract-related correspondence and documentation
Obtaining and disseminating contract-related deliverables such as insurance certificates
Updating standard form agreements, playbooks and internal processes
Coordinating signatures and ensuring final documentation is properly entered into contract databases and securely maintained.
BA/BS degree or equivalent practical experience.
At least 4 years relevant experience
Must be able to multitask in a fast paced environment and prioritize competing interests.
Must be a team player and able to roll up your sleeves and lend a hand where needed.
Strong organizational skills, project management skills, judgment, and drive.
Excellent interpersonal and communication skills.
Strong MS Outlook, Excel, Word, PPT, and Acrobat skills and willingness to learn new technologies or systems as needed.
Experience with SAP, E-billing system, Concord (contract management system), Ariba (procurement system) a plus but not required.