NJ Employer Administrative Assistant in hoboken, New Jersey

Position Summary:The mission of the Internal Audit Department is to provide independent, objective assurance and consulting services designed to add value and improve MMC's operations. It helps MMC accomplish its objectives by bringing a systematic, disciplined approach to evaluate and improve the effectiveness of risk management, control and governance processes.This position provides administrative support to the US based members of the MMC Internal Audit management team. The position reports to a Senior Director of MMC Audit with functional guidance provided by the VP Audit's Executive Assistant. The incumbent performs department administrative functions on a repetitive basis, as well as assistance with any special projects, which occur from time to time. The job holder is also expected to provide administrative support to the department's Hoboken based Directors and Managers.Responsibilities:1. Audit Related:* Assist in updating audit reports for Senior Director review prior to sending to VP of Audit, paying particular attention to formatting; assist in updating various Audit Committee decks;* Work with the Lead Administrator to ensure various Audit Committee decks are finalized timely;* File issued audit reports in the appropriate document repository in numerical report order sequence. These will be received from the VP Audit's Executive Assistant;* Update Issues tracking logs as requested by CAE direct reports. 2. Purchasing:* Purchasing of department supplies utilizing MMC's Purchasing System;* Maintain office supplies in an orderly fashion. 3. Travel & Entertainment (T&E):* Maintain T&E spending by OpCo audits as requested by CAE direct reports. 4. Performance Management:* Collate individual assignment evaluations for each employee and chase missing evaluations at a minimum, on a monthly basis;* Maintain the evaluation tracker and update regularly.5. Invoice Processing:* Process of invoices "requires approval" before entering into portal. Once approved, the invoice should be entered into the MMC Finance Portal; Payment will be made to vendor once received accordingly. Maintain a file copy of all invoices submitted for payment. 6. Miscellaneous Administrative Duties:* Assist the Lead Administrator in meetings/projects/various duties on an ongoing basis;* Assist with ad-hoc responsibilities of Global Finance Site maintenance (manage RSVPs etc.);* Arrange teleconference calls (Intercall/ Zoom) and conference rooms/audio equipment for meetings and training seminars utilizing MMC's online booking systems;* Liaise with other assistants internally to schedule meetings for CAE direct reports;* Support the Hoboken Team as needed with diversified requests (ordering supplies/business cards/conference rooms bookings etc.);* Arrange building security passes for visitors using MMC's security system and escort visitors to the appropriate department member;* Assist CAE direct reports and other department members with special projects (Booklets, Charts, Spreadsheets, etc.) as requested;* Prepare letters, memos and faxes for distribution as requested;* Collect and distribute depart ment mail from the designated mail point;* Send materials to be couriered via Fed Ex. 7. New Hires / Terminations:* New Hire: Assist with scheduling interviews and liaise with the CAE direct reports responsible for recruiting, CAE's Executive Assistant, MMC HR representatives and MMC technology support to ensure that prior to their start date the following are in hand:- Acquisition of laptop computer and required system logon ids and passwords;- Acquisition of Company American Express card;- Acquisitions of Company mobile devices where applicable. 8. Termination:* Liaise with the CAE direct reports responsible for recruiting; CAE's Executive Assistant; MMC HR representatives and MMC technology support to ensure that prior to their leaving the following are in hand:- Recovery of laptop computer and cancellation of