Administrative Assistant Job at HumanEdge, Kearny, NJ

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  • HumanEdge
  • Kearny, NJ

Job Description

We are seeking a highly organized, proactive, and dependable Administrative Assistant to support daily office operations and provide direct support to executive leadership. This role requires strong multitasking abilities, excellent communication skills, and a high level of discretion when handling sensitive information. The ideal candidate thrives in a fast-paced environment and takes pride in keeping operations running smoothly.

Key Responsibilities

  • Manage calendars, including scheduling meetings, avoiding conflicts, and sending reminders
  • Book conference rooms and coordinate virtual meetings (Zoom, Microsoft Teams)
  • Monitor and manage email inboxes (screen messages, flag priorities, draft responses as needed)
  • Answer and direct incoming phone calls
  • Send and receive eFaxes
  • Maintain organized filing systems (digital and physical)
  • Perform data entry and maintain accurate internal records
  • Coordinate complex schedules for two executive leaders
  • Prepare meeting materials (agendas, presentations, printed documents)
  • Take detailed meeting notes and track action items and follow-ups
  • Arrange travel, including flights, accommodations, and itineraries
  • Process expense reports and reimbursements
  • Serve as a gatekeeper by prioritizing access to leadership and managing requests
  • Order and maintain office supplies and equipment
  • Manage relationships with vendors (supplies, coffee service, maintenance, etc.)
  • Ensure common areas (kitchen, conference rooms) are organized and ready for use
  • Receive, sort, and distribute mail, packages, and eFaxes
  • Troubleshoot minor office issues (e.g., printer jams, postage refills)
  • Coordinate office repairs and maintenance as needed
  • Assist in planning team events and office celebrations
  • Track PTO and attendance on behalf of executive leadership
  • Run occasional errands (bank deposits, supply pickups, etc.)
  • Provide cross-functional support to departments such as sales, marketing, and operations

Experience

  • 3–5 years of administrative support experience required

Essential Skills

  • Strong self-management and accountability
  • Excellent organization and time management with the ability to multitask effectively
  • Clear and professional communication skills (written and verbal)
  • High level of discretion when handling confidential information
  • Adaptability and flexibility in a dynamic work environment
  • Proficiency in Microsoft 365 and common office tools (scheduling, task management, etc.)
  • Strong service mindset and interpersonal skills
  • Effective problem-solving and sound decision-making abilities
  • High integrity and professionalism

Work Environment

  • Fully office-based role (in-person required)

We’re looking for someone who is proactive, detail-oriented, and ready to be a key contributor to a collaborative team environment. If you enjoy supporting leadership and keeping operations running seamlessly, we encourage you to apply.

Job Tags

Work at office

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