Administrative Assistant

About the role

Each and every role throughout our organization makes a difference in our ability to change the world for the better. In the role of Administrative Assistant, we’ll count on you to support all staff and maintain efficient office operations.

Responsibilities

• Type, revise and combine materials such as correspondence, reports, records, forms, meeting minutes, scientific or technical material, numerical data, and tabular information from rough drafts, corrected copies, or previous versions
• Proofread and edit documents for grammar, spelling, punctuation, and format
• Provide administrative support including reception duties, answering and directing telephone calls, delivering messages, greeting employees and visitors, distributing incoming mail, submitting daily safety attendance logs, and assisting HR and Finance as needed
• Coordinate with building maintenance and coffee/beverage machine suppliers
• Maintain and stock the print room, supply closet, and kitchen
• Provide meeting setup and breakdown support and order meeting meals
• Cover the front desk (greeting guests/clients and answering phones)
• Organize and maintain the Reception Area
• Maintain conference rooms, huddle rooms, printer areas, and the mailroom
• Reload all printer areas
• Submit daily attendance
• Assist engineering staff with personal protective equipment orders
• Assist with staff travel accommodations
• Prepare workstations (packing boxes for departing employees and preparing workstations for new hires)
• Maintain office supply inventory
• Support printing and word processing
• Assist HR with onboarding
• Process UPS/USPS mail, handle outgoing mail and postage refills, sort and distribute incoming mail
• Maintain coffee supplies and kitchen plates, cups, and utensils

Requirements

• High School diploma or equivalent
• Excellent verbal and written communication including grammar, punctuation, proofreading, spelling and telephone skills
• Flexibility and ability to prioritize and handle multiple tasks and various managers in a fast-paced environment
• Self-motivated, well-organized and detail-oriented
• Ability to handle confidential information
• Proficiency with MS Office including Word and Outlook
• An attitude and commitment to being an active participant of our employee-owned culture is a must

Preferred Qualifications

• Associate degree
• Preference given to candidates currently located in the New Jersey area
• NJ Notary

Benefits

• Medical, dental, vision, short- and long-term disability, and life insurance
• Employee Assistance Program
• Paid time away and parental leave
• Paid holidays
• Retirement savings plan with employer match
• Employee referral bonus
• Tuition reimbursement

Pay

Newark: $22.37–$31.97 hourly (range depends on skills, experience, education and geographical location)