Executive/Administrative Assistant

Job 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.

$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.

Essential 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.

Required 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 events, meetings, businesses, etc.

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.