Executive/Administrative Assistant

OverviewJob Summary Responsible to perform a variety of administrative and clerical tasks as assigned by the appropriate department. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities. This position is a hybrid role that will require travel to all five EDA offices to provide coverage as needed. $44,880 - $56,100 Note: The NJEDA currently offers a hybrid work schedule for up to 2 days of telecommute work from home. To participate, you will be required to have high speed home internet access and a managers approval. This program does not supersede the "New Jersey First Act", which requires newly hired NJEDA employees to establish and then maintain, principal residence in the State of New Jersey. ResponsibilitiesEssential Duties and Responsibilities

Coordinates project/departmental workflow ensuring deadlines are met including tracking, recording process and running reports

Answers and directs phone calls/email as directed

Organizes and schedules appointments

Plans meetings and take detailed minutes, track attendees

Data Entry

Arranges/setup conference/video calls

Writes and distributes email, correspondence memos, letters and forms

Develops power point presentation when requested

Assists in the preparation of regularly scheduled reports

Develops and maintains a filing system (electronic/physical)

Updates and maintains office policies and procedures

Orders office supplies and research new deals and suppliers

Maintains contact lists

Books travel arrangements

Submits and reconciles expense reports

Handles confidential information

Provides general support to visitors

Acts as the point of contact for internal and external clients

Acts as part of the administrative support team, led by the Administrative Support Supervisor, to ensure coverage in the office at all times in all locations, including vacations, sick days, work from home days, etc.

Completes trainings assigned by the Administrative Support Supervisor in a timely manner.

Promotes teamwork and communication to encourage an interactive, cooperative, collaborative, and customer focused work environment among division, EDA staff, and external customers.

Must complete annual and semiannual self-assessment as required.

Performs other duties and special projects, as assigned.

QualificationsRequired Skills and Abilities

Proven experience as an administrative assistant, or office admin assistant

Knowledge of office management systems and procedures

Working knowledge of office equipment, like printers and other machines

Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook and Excel); scheduling appointments/updating calendars a must.

Excellent time management skills and the ability to prioritize work

Attention to detail and problem-solving skills

Excellent written and verbal communication skills

Strong organizational skills with the ability to multi-task

Ability to communicate effectively both verbally and in writing; proficient in grammar, spelling and editing; and foster communications with business professionals and EDA staff

Ability to prioritize workload, must be highly organized, detail-oriented, handle various tasks simultaneously and work independently within limited time constrains with little or no supervision

Must be able to maintain confidentiality and deal effectively and diplomatically with business professionals and EDA staff

Demonstrates respectful behavior and promotes teamwork and communication to encourage an interactive, cooperative, collaborative and customer focused work environment among division, EDA staff and external customers.

NJEDA utilizes Microsoft as the core application platform and proficiency in the Microsoft Office Suite is preferred.

Required Qualifications

Education and Experience Requirements

High School degree

Additional qualification as an Administrative Assistant or Secretary preferred

Advanced degree or industry specific certification may be substituted for 1 year of experience

Physical Demands

Minimal

May be required to work outside normal business hours

Travel

As necessary to all EDA offices as well as events and meetings

Certificates and Licenses Required

License: Staff are required to possess a valid driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essentials duties of the position.

Note

The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job description. Conversely, all duties performed on the job may not be listed. This job description is intended to convey information essential to understanding the scope, general nature and level of work performed by job holders within this job. This job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.

Your employment at NJEDA is voluntary and subject to termination by you or NJEDA at will, with or without cause, or with or without notice, at any time. Nothing in this job description shall be interpreted to conflict, eliminate or modify the employment-at-will status of NJEDA employees.

This position is considered exempt and is excluded from minimum wage, overtime regulations, and other rights and protections afforded nonexempt workers under the FLSA.

NJEDA reserves the right to amend/revise this job description as necessary to meet current and changing business needs.

Equal Opportunity Employer

NJ SAME Program

Position Requirements

Foreign degrees/transcripts must be evaluated by a reputable evaluation service at your own expense and must be submitted prior to a start date. If this cannot be provided within 21 days of an offer the offer will be rescinded.

Must comply with the “New Jersey First Act” which requires employees hired after September 1, 2011, to reside in New Jersey. Non-New Jersey resident employees must relocate to New Jersey within one year of their date of hire and provide proof of residency to Human Resources.

Must complete an Outside Activity Questionnaire (disclosure of outside office or employment) on an annual basis.

Must review the required NJ State Ethics Guidelines found on the state website.

Apply or Email a FriendInterested in this opportunity?LocationUS-NJ-NewarkJob ID 2024-2096 Category/Department Human Resources Operations