Administrative Assistant

Administrative Assistant at HumanEdge Administrative Assistant at HumanEdge in Belleville, New Jersey Posted in 13 days ago.

Type:

full-time

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.