Administrative Assistant

Job Description

Job Description

We are looking for an organized and dependable Administrative Assistant to support daily operations and provide high-level coordination for leadership in Clark New Jersey. This Long-term Contract position is ideal for someone who can manage shifting priorities, keep documentation and schedules on track, and serve as a reliable point of contact across office functions. The role combines executive support, administrative coordination, and operational follow-through in a fast-paced environment.

Responsibilities:

• Oversee leadership calendars by arranging appointments, adjusting schedules, and ensuring meeting details remain accurate and up to date.

• Coordinate meeting logistics such as room scheduling, invitations, materials preparation, and follow-up communication for leadership and team discussions.

• Create, organize, scan, file, and distribute business documents while maintaining orderly electronic records for easy retrieval.

• Support reporting and office projects by preparing spreadsheets, presentations, and other administrative materials needed by management.

• Arrange business travel plans, compile required authorizations, and assist with expense submissions and reimbursement documentation.

• Help manage purchasing activities by preparing requisitions, submitting payment-related paperwork, and tracking invoices through approval workflows.

• Follow up with internal teams on pending approvals, documentation, and processing timelines to keep administrative tasks moving efficiently.

• Provide support with timekeeping, attendance records, leave tracking, onboarding paperwork, and other employee-related administrative needs while handling sensitive information appropriately.

• At least 3 years of experience in administrative support, executive assistance, office coordination, or a closely related role.
• Strong ability to organize multiple tasks, manage deadlines, and maintain accuracy in a busy office setting.
• Clear verbal and written communication skills with a detail-oriented approach when interacting with leadership and staff.
• Demonstrated discretion when working with confidential business or employee information.
• Proficiency with Microsoft 365 applications, including Word, Excel, PowerPoint, and Teams.
• Experience with data entry, general office administration, and receptionist or front-desk support responsibilities.
• Familiarity with purchasing, timekeeping, document management, or invoice-processing systems is preferred.
• Ability to work independently while also collaborating effectively with cross-functional teams.