Administrative Assistant

Administrative Assistant at Robert Half Administrative Assistant at Robert Half in Newark, New Jersey Posted in 3 days ago.

Type:

full-time

Job Description:

We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to support a President, including principals and their lead. This is a fast-paced, deadline-driven environment that requires professionalism, discretion, and the ability to manage competing priorities with efficiency and accuracy. The ideal candidate brings strong administrative experience, a high level of ownership, and a collaborative mindset. This role is fully onsite . Key Responsibilities Proactively manage day-to-day administrative activities with minimal direction; anticipate needs and communicate potential issues or delays in advance Provide comprehensive calendar management, including scheduling, prioritization, and coordination Create and process orders, ensuring accuracy and timely completion Prepare and edit invoices, reports, memos, correspondence, customer statements, and other documentation Provide professional phone coverage, including answering calls, taking accurate messages, and handling urgent inquiries with sound judgment Maintain organized filing systems (electronic and physical), including email correspondence and documentation Manage incoming and outgoing communications, including emails and digital faxes Coordinate with external vendors: place orders, follow up on deliverables, and ensure timely payment and completion Partner closely with the broader administrative team to support business needs and ensure seamless coverage Qualifications & Skills 5+ years of administrative experience, preferably supporting senior leadership (Managing Director level or equivalent) Strong organizational skills with exceptional attention to detail Ability to follow through on instructions while exercising sound judgment and initiative Proven experience handling confidential information with discretion and professionalism Excellent interpersonal, written, and verbal communication skills Strong phone presence and professional etiquette Ability to thrive in a fast-paced, high-pressure environment and effectively manage multiple priorities Team-oriented mindset with a willingness to go above and beyond Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook) Working knowledge of QuickBooks is preferred What We're Looking For High energy, adaptable, and solutions-oriented mindset Strong problem-solving skills with a proactive approach Commitment to delivering high-quality work and supporting team success Ability to represent leadership with professionalism and polish