Position Summary: Donjon Marine is seeking a highly organized and detail-oriented Administrative Assistant to provide crucial support to our office staff. This role requires a proactive individual with excellent communication and interpersonal skills, the ability to manage multiple tasks efficiently, and a strong commitment to maintaining confidentiality. The Administrative Assistant will be responsible for a wide range of administrative duties, ensuring the smooth and efficient operation of our office.
Responsibilities: - Reception & Communication:
- Answer incoming phone calls promptly and professionally, routing calls to the appropriate personnel or taking accurate and detailed messages.
- Provide lunch coverage for the main receptionist, ensuring uninterrupted phone service with delivery and visitor support.
- Communicate effectively, both verbally and in writing, with individuals at all levels of the organization, including senior leadership.
- Calendar & Scheduling Management:
- Manage business and personal calendars for designated staff members on a daily, weekly, and monthly basis.
- Schedule appointments, meetings, and conference calls, proactively resolving scheduling conflicts.
- Prepare and send out Outlook meeting notices and reminders.
- Meeting & Conference Support:
- Coordinate with IT to set up conference room equipment (e.g., projectors, video conferencing systems, audio) for web conferences and in-person meetings, ensuring all technology is functioning correctly.
- Assist with meeting preparation, including printing materials and arranging refreshments as needed.
- Contact & Information Management:
- Maintain accurate and up-to-date contact lists and address books.
- File and retrieve corporate records, documents, and reports efficiently and accurately, both in physical and electronic formats.
- General Administrative Support:
- Provide comprehensive administrative support to Legal Counsel and office staff, including but not limited to:
- Writing and editing emails and other correspondence.
- Format, edit and proofread documents.
- Photocopying, scanning, and faxing documents.
- Preparing FedEx labels and packages.
- Create and process expense reports as well as reconciling expenses using Concur.
- Office Operations:
- Perform general office duties, including ordering office supplies and ensuring adequate stock levels.
- Manage the ordering and upkeep of coffee and related supplies.
- Maintain a clean, organized, and professional office environment.
- Confidentiality & Integrity:
- Handle sensitive and confidential information with the utmost discretion, integrity, and professionalism.
Qualifications: - High school diploma or equivalent required.
- Proven experience (typically 2+ years) in an administrative assistant role, providing support to multiple individuals or a team.
- Must be computer savvy and proficient with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) including calendar management.
- Excellent verbal and written communication skills with a professional and courteous demeanor.
- Strong organizational and time-management skills with the ability to prioritize tasks and meet deadlines.
- Exceptional attention to detail and accuracy.
- Ability to work independently and as part of a team.
- Problem-solving skills and a proactive approach to tasks.
- Ability to maintain confidentiality and exercise discretion.
Job Type: Full-time
Schedule: - Monday to Friday, 8:30am to 5:00pm with 1 hour lunch
Work Location: - 100 Central Ave, Hillside, NJ 07205
Work Remotely: Note: This job description is intended to provide a general overview of the responsibilities and qualifications for this position. It is not intended to be an exhaustive list of all duties and responsibilities required. The company reserves the right to change or modify the job description at any time.