Administrative Assistant - Temporary
About The Position
The Temporary Administrative Assistant provides administrative and operational support to leadership, the administrative team, and multiple departments while covering an employee leave of absence. The role helps maintain continuity of key administrative and operational functions by maintaining accurate records, preparing reports and business documents, coordinating meetings and communications, managing contract and compliance documentation, and supporting operational workflows. Success requires strong organization, attention to detail, discretion, communication skills, and the ability to manage multiple priorities in a fast-paced professional environment. The position coordinates continuing education and professional development for executive leadership; maintains continuing education, referendum, public notice, and contract records; prepares related reports and updates; and supports leadership travel and meeting arrangements. It also coordinates internal meetings, employee recognition communications, onboarding and offboarding activities, and management training sessions. This is a part-time position of 20 hours per week, based in an office. Physical demands include extended periods of sitting, intermittent standing and walking, handling and filing documents, typing and data entry, communicating in person and by telephone, and lifting or carrying light to moderate items typically weighing up to 10–20 pounds.
Requirements
- At least 4 years of administrative support experience.
- Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
- Ability to manage multiple priorities while maintaining a high degree of accuracy and professionalism.
- Excellent organizational and communication skills.
- Ability to handle confidential information with discretion.
- Experience coordinating meetings, preparing reports, and managing executive calendars.
- Experience working in a fast-paced office environment.
- Ability to work independently and as part of a collaborative team.
Responsibilities
- Coordinate continuing education seminars, courses, and professional development opportunities for executive leadership.
- Track and maintain executive leadership continuing education requirements, credits, and related compliance documentation.
- Maintain and update referendum tracking databases and reports for all New Jersey counties, ensuring accuracy and timely reporting.
- Research, monitor, and update public notice information and maintain current records for compliance-related reporting.
- Prepare and distribute reports, summaries, and status updates regarding continuing education, referendum activity, and regulatory or public notice tracking.
- Support planning, scheduling, registration, and documentation of leadership training and development activities.
- Coordinate business and executive travel arrangements, meeting logistics, and scheduling for leadership, including personal, departmental, and Coxe Group-related activities.
- Support administration of 179D-related documentation, recordkeeping, and tracking.
- Maintain and update Professional Services Agreement contract records and related referendum information in OneNote, ensuring weekly accuracy and completeness.
- Coordinate staff meetings, daily huddles, and other internal meetings, including scheduling, agenda preparation, and presentation development.
- Maintain and update employee recognition and Core Values nomination content for company presentations.
- Prepare and distribute reminders, communications, and follow-up materials related to employee recognition programs, meetings, and organizational initiatives.
- Support onboarding and offboarding by coordinating administrative activities, preparing documentation, facilitating system and equipment requests, and ensuring required procedures are completed.
- Coordinate and schedule management training sessions, including communications, attendance, and logistical support.
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What This Job Offers
Job Type
Part-time
Education Level
No Education Listed
