We are looking for an Administrative Assistant to support daily executive and office operations in Parsippany, New Jersey. This position is ideal for someone who can keep schedules organized, communicate effectively with a wide range of contacts, and manage confidential matters with sound judgment. The role also contributes to meeting preparation, document coordination, and administrative follow-through that helps leadership stay focused on priorities. This is an on-site position.
Responsibilities:
- Coordinate executive schedules by arranging meetings, appointments, and calendar changes while resolving conflicts efficiently.
- Draft, edit, and format business correspondence, reports, presentations, and other office documents with a high level of accuracy.
- Serve as a key point of contact for leaders, employees, and external partners, ensuring timely and clear communication.
- Handle confidential records and sensitive information with discretion and consistency.
- Prepare meeting materials, organize agendas, record follow-up items, and help ensure action steps are completed on time.
- Monitor administrative timelines, project milestones, and deliverables to support progress across priority initiatives.
- Review and submit expense reports, assist with invoice processing, and provide support for routine budget-related activities.
- Maintain orderly filing systems, office records, data entry tasks, and general administrative workflows to improve day-to-day efficiency.
- Support front-office activities such as answering inbound calls and assisting with general reception-related duties when needed.
- Experience providing administrative support in an office or executive support environment.
- Strong organizational skills with the ability to manage multiple priorities and shifting deadlines.
- Clear written and verbal communication skills for interacting with internal teams and external contacts.
- Proficiency in preparing documents, managing records, and performing accurate data entry.
- Ability to handle confidential information with professionalism and discretion.
- Comfortable coordinating calendars, meetings, and routine office processes independently.
- Experience supporting phone coverage, inbound call handling, or front-desk responsibilities.
- High attention to detail and a dependable approach to completing administrative tasks.