Government and External Affairs Executive Assistnat job Woodcliff Lake New Jerse
Government and External Affairs Executive Assistnat job Woodcliff Lake New Jerse
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Government and External Affairs Executive Assistnat Job

Employer Name: SpiderID: 7145564
Location: Woodcliff Lake, New Jersey Date Posted: 12/7/2017
Wage: Negotiable Category: Automotive/Mechanic
Job Code: BBBH25681

Job Description:

Job Summary

  • Our Client, a leading automotive provider, is seeking an Executive Assistant, Government and External Affairs, Americas, possessing a bachelor's degree and experience in a business environment.

  • The Executive Assistant to the Vice President of Government and External Affairs, Americas, is responsible for a broad range of activities while working in a fast pasted environment and will have a strong knowledge of corporate operations and policies.

  • He/she is required to use independent judgment and initiative in reviewing, scheduling and prioritizing the daily activities that will require review and action.

  • The incumbent will compose correspondence and be well versed in knowledge of organization policies and/or procedures, German language a plus.

  • The incumbent will also prepare purchase orders; be responsible for travel arrangements; complete expense reports; schedule in house as well as outside meetings, and respond to or re-direct inquiries to the appropriate parties, for both Vice President and corresponding regional offices within the department.

  • Other responsibilities include organizing the VPs visits/travel to other AK-42 offices, events and conferences, and act as a liaison with AK-4 offices in Munich.

  • Additionally assist in the preparation of internal presentations and backgrounders.

  • The incumbent will also set up and maintain records including those matters of a confidential nature.

Office Management:
Assist with the daily administrative functions of the office, included but not limited to the following: Administrative Support:

  • Respond to mailings and correspondence, at times translating, is possible, incoming emails for the VP. Facilitate most calls for the VP and assist with the VPs office calendar and scheduling. Assist in the preparation of presentations and coordination of briefing packets, especially among other departments. Oversee the preparation and approval of all internal forms and procedures, especially with regards to sponsorship and donation requests. Work with Group departments to complete the yearly CSR reporting.


  • Maintain and organize files and records for all office transactions, per corporate policy.

Visitors Program:

  • Coordinate any catering needs for meetings scheduled in house as well as outside meetings, and for internal visiting executives, i.e. transportation, hotel and restaurant reservations. Coordinate travel packets. Assist with internal programs of visiting executives, including: Hotel reservations and transportation. Background and Briefing Information.

Travel and Expense Reports:

  • Assist with all travel reservations for the VP and additionally support the DC and Latin America departments accordingly, per corporate policy and guidelines. Submission of all relevant expense reports for the VP, and DC and Latin America offices.

Purchase Orders and Invoice coordination:

  • Manage Invoices for NJ, DC, and LA. Create Purchase Requisitions in IFT/SAP and oversee Purchase Order Completion for the AK-42 department and its various locations. Respond to IFT/SAP workflow items and process invoices. Work with vendors to help resolve any payment questions/issues. Manage the purchase card by paying invoices, reconciling, uploading the statements and the receipts.

Educational Requirements:

  • Bachelor's degree (preferred)

The successful applicant will have the following qualifications:

  • Highly motivated and professional manner; highest standard of excellence.

  • Outstanding written and verbal communication skills.

  • Flexibility in a rapidly changing environment.

  • Composure under pressure.

  • Outgoing and engaging personality.

  • Experience in a business environment.

  • General knowledge of legislative and executive branches.

Special Skills

  • SAP/IFT experience (preferred) or ability to be a quick learner.

  • Strong skills with Word, Excel, Outlook and PowerPoint

  • Bilingual: English and German preferred.

Please submit your resume for consideration. Once submitted, feel free to contact Cathy at 201-226-3529 for additional information.

Approx. Duration: 12+ months

About Hired By Matrix

Hired by Matrix, Inc. founded in 1986, is a certified Woman-Owned Business Enterprise (WBE) dedicated to providing the highest quality of job opportunities to our candidates and staffing services to our clients. We are a full service staffing firm with experience recruiting and delivering for IT, Accounting & Finance, Administrative & Clerical, Clinical & Scientific, and Marketing disciplines. Our long history in the staffing industry and dedication to excellence are the key differentiators that have fueled our success for over 30 years.

As the staffing industry evolves, Hired by Matrix continues to develop and grow. By combining our expertise with a keen understanding of each client's needs we are able to source for the most qualified candidates. Our commitment to servicing our clients corresponds with our commitment to finding the perfect match between our clients and candidates and maintaining our relationships long term.

Hired by Matrix offers our contract professionals competitive salaries, benefits after 60 days and a 401k option after one year.
Equal Opportunity Employer
WBENC Certified
WOSB Certified
*CEO Sharon Olzerowicz serves on the WBENC Board and is a long-standing member of the Forum Governing Group.

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Hired by Matrix Career Center:

Job Criteria:
Start Date:
Position Type: Contractor
Years of Experience Required:
Education Required:
Overnight Travel:
Vacation Time:

Contact Information:
Contact Name: Hired by Matrix, Inc. Company Type:
Company: Hired by Matrix, Inc.

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