Administrative Assistant 2

We are seeking an energetic, proactive, and detail-oriented Administrative Assistant for our Leonardo, NJ office to support a multidisciplinary team that provides engineering, testing and research services.

The qualified candidate will have 1 year of previous experience as an administrative assistant.

This position plays a critical role in helping the office run smoothly, supporting daily operations, coordinating logistics, and anticipating team needs in a fast-paced, dynamic environment.

This role is ideal for someone eager to grow with the team, who thrives in an environment where no two days are the same.

In addition to core administrative responsibilities, the ideal candidate will have a willingness to learn and contribute to light data entry, Excel tasks, and support internal project tracking or budgeting efforts.

This is an introductory-level position, but we welcome candidates with an aptitude for organization, a knack for numbers, and a passion for helping a high-performing technical team stay one step ahead.

This is an on-site position, which does not allow for remote work.

Part-time to start with the potential for full-time if determined appropriate.

 

What you’ll do as an Administrative Assistant


* Provide administrative support to technical and leadership staff.


* Handle front desk duties including:
+ Answering incoming telephone calls.
+ Assisting with customer/vendor base access form submittal and tracking.
+ Greeting, checking-in, and assisting visitors.
+ Mail, delivery pick up on base and with local vendors.


* Assist with meeting coordination:
+ Schedule meetings, prepare rooms, set up teleconferences, and coordinate refreshments.
+ Maintain visitor logs and support security protocols.


* Manage office supplies and equipment:
+ Monitor inventory, place orders, and organize supply storage.
+ Track office purchases and assist with vendor coordination.


* Submit, follow-up, and coordinate facility work orders


* Support financial and purchasing processes:
+ Prepare and track documentation for office purchases, credit card transactions, and Accounts Payable
+ Assist with monthly reconciliation of credit card statements.
+ Help gather and organize project-related financial documentation, spreadsheets, or logs (light Excel/data entry).
+ Receive and verify all deliveries.


* Support conference and outreach events
+ Register for conferences, coordinate logistics, and assist with promotional materials.
+ Distribute and compile customer surveys to clients.


* Assist with employee travel coordination
+ Book travel arrangements for employees.
+ Process employee travel expense reimbursements in Concur.


* Other general administrative duties as assigned.

 

Administrative Assistant Position Requirements


* Must be a US Citizen.
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