Administrative Assistant

Job Title: Administrative Assistant (Part-Time)

Location: Jersey City, NJ
Schedule: Part-Time - 20 hours/week (Flexible scheduling available)
Work Type: On-site
Pay Rate: $22 - $23 per hour

Position Overview:

We are seeking a highly organized and proactive Administrative Assistant to support our executive staff and daily office operations. This part-time role (20 hours/week) is ideal for candidates with strong multitasking skills who can balance clerical duties with higher-level administrative functions such as budget tracking, payroll assistance, and personnel documentation.

In this role, you will manage traditional secretarial duties-calls, scheduling, filing, and travel coordination-while also contributing to executive-level support through research, document preparation, and administrative project management.

Key Responsibilities:

General Administrative Duties:

• Answer phone calls, direct inquiries, and take messages as needed.
• Schedule and coordinate meetings, appointments, and conference calls.
• Organize and maintain digital and physical filing systems.
• Manage incoming and outgoing correspondence.

Executive Support & Office Coordination:

• Make travel arrangements including transportation, lodging, and itineraries.
• Maintain calendars and assist with meeting logistics for executive staff.
• Track office supply inventory and place orders when needed.

Administrative Project Support:

• Assist with budget tracking, invoice processing, and expense reports.
• Support preparation of payroll documentation and personnel recordkeeping.
• Research information and create briefing documents, charts, and presentation materials.
• Handle confidential documents and information with discretion and professionalism.

Required Qualifications:

• Minimum 2-3 years of experience in an administrative, executive assistant, or office management role.
• Strong organizational and time-management skills; able to prioritize tasks independently.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills.
• Professionalism, discretion, and a high degree of attention to detail.
• Ability to work both independently and collaboratively in a fast-paced environment.

Preferred Qualifications:

• Experience supporting executive leadership or working in public sector/government offices.
• Familiarity with basic budgeting, payroll processes, or HR support tasks.
• Strong research and presentation preparation skills.

Work Schedule & Flexibility:

• This position is part-time, 20 hours per week.
• Flexible schedule can be discussed (e.g., 4 hours/day, 5 days/week or 2-3 full days).
• On-site presence in Jersey City is required.