This job is archived
Administrative Assistant
Princeton, New Jersey, United States

Job Summary

Occupation Clerical and Administrative
Specialty Administrative Assistant
Location 08054, Mount Laurel, New Jersey, United States
Visa Sponsorship No

Job Description

Last Update: 4/15/23
Our confidential client located in Mount Laurel; NJ has an active need for a full time Administrative Assistant. The Administrative Assistant provides services essential to the mission of the organization and the day-to-day operations of the Executive Office. This position also includes supporting the Board of Directors and other committees as determined by the Chief Executive Officer/Executive Director.
Lastly, this individual is expected to maintain good relations with colleagues, partners, vendors, and other organizational contacts made in the normal course of conducting essential work functions. Interested applicants are encouraged to review all responsibilities and qualifications before applying. If your experience and qualifications meet the position needs, we encourage you to apply today!
Core Duties & Responsibilities:
The core duties and responsibilities for all employees within the organization include:

Be a role model for organization values
Work with the senior staff and association leadership to identify opportunities to create an exceptional professional experience for the organizations members
Responsible for the execution and enforcement of companies documented processes and procedures

Job Responsibilities:
The Administrative Assistant is responsible for the duties set forth below:

Provide high-level administrative support as needed to the Board of Directors and Executive Committee including:

Composing correspondence
Arranging itineraries for in-office Board meetings
Polling for meeting dates
Drafting and sending out calendar invitations
Managing all meeting logistics; compiling meeting documents, completing expense reports
Creating, organizing, and maintaining accurate electronic and hardcopy Board-related files and folders
Other administrative tasks, as needed

Help maintain up to date contact information for all Board members in all relevant databases and address books.
Process and maintain monthly credit card statements for executive staff
Assists in administrative tasks for the staff
Manages the staff calendar
Processes all invoices for vendors with approval of the Associate Executive Director
Assists the Chief Executive Officer/Executive Director with other committee work, including scheduling, compiling meeting materials, and finalization of meeting minutes
Maintains the conflict-of-interest database for the association
Processes all electronic transfer of funds and deposit all incoming checks
Process grants and editorial office payments quarterly/yearly
Coordinates annual appointment letter distribution and collection of conflict-of-interest disclosures.
Processes incoming and outgoing mail
Maintain office supplies for staff
Maintain copier supplies and arrange maintenance as needed
Maintains association files (hardcopy and electronic)
Works with vendor to ensure compliance with necessary state registrations
Manages administrative tasks in relation to the annual meetings
Communicates general responses to outside inquiries about association programs and services, connecting appropriate staff members for additional details
This is not meant to be all-inclusive as other duties may be assigned


Associate degree or equivalent education and experience
Proficient in Microsoft Office Suite (Outlook, Word, Excel, and Power Point) and Adobe Pro
Strong diplomacy and interpersonal skills with the ability to build relationships
Demonstrates a high level of service and responsiveness
Experience working in a professional environment
Excellent written and verbal communication skills
Strong analytical skills to anticipate and solve practical problems within the scope of duties
Strong organizational skills that reflect the ability to perform and prioritize multiple tasks
Excellent attention to detail and ability to meet deadlines
Highly resourceful team-player, with the ability to be effective independently
Ability to thrive in a fast-paced environment and work well under pressure, demonstrating persistence, perseverance, integrity, and patience along the way
Proven ability to handle and maintain sensitive and confidential personal and financial information with discretion and high ethical standards


Full Time, Monday through Friday 8AM-5PM
This is a core in office position


$45,000 - $50,000