Administrative Assistant

The Administrative Assistant will support the operational and administrative needs of a department with primary support to the Vice President and team. This role involves calendar and travel management, invoice and expense coordination, office management, and meeting coordination. The position is based in Whippany, NJ, with a hybrid schedule.

• Track departmental vacation schedules, time off, and coordinate all time-sheets.
• Create and update PowerPoint presentations, assist in logistical preparation for meetings and interviews, including reserving conference rooms, ordering meals, and liaising with IT.
• Manage office supplies, coordinate deliveries and packages, distribute trade magazines, and coordinate shared materials across departments.
• Plan and support events, team-building activities, and celebrations.
• Collect information from department partners and create PowerPoint presentations.
• Take meeting minutes and handle financial tasks such as PO creations.

• 2-5 years of administrative experience supporting senior level executives in a fast-paced environment.
• Flexible working hours, available outside of core business hours.
• Exceptional interpersonal skills, business writing, and verbal communication.
• Proven mastery in Microsoft Office Applications, especially PowerPoint and Excel.
• Deadline driven with flexibility and superior organizational skills.
• Ability to resolve problems without close supervision.