Administrative Assistant

• Provide high-level, proactive administrative support to the Head of Global Regulatory Policy & Intelligence and selected members of the leadership team.
• Manage complex domestic and international travel arrangements in compliance with company policy, including visa, ESTA, and related documentation
• Coordinate registration, payments, and logistics for global conferences, external engagements, and visiting executives
• Provide end-to-end administrative support for senior leaders and selected team members
• Initiate and manage purchase orders, departmental purchasing cards, and related procurement activities
• Coordinate recurring leadership and team meetings, including agenda development, scheduling, and virtual or hybrid logistics
• Plan and execute logistics for special events, off-site meetings, and training sessions, including meeting space and catering
• Lead onboarding coordination for new team members, including systems access, equipment, workspace, and credentials
• Maintain organized document and file management systems, including SharePoint
• Serve as the primary point of contact for internal and external visitors, overseeing registration, workspace, and travel logistics
• Oversee office services, supplies, business cards, and mail distribution
• Provide backup support for other senior assistants as needed
• Support ad hoc initiatives and special projects requiring independent judgment and coordination.

Senior Administrative Assistant

• Coordinate client, referral, retirement, and holiday gifting initiatives, including cross-referencing sales reports to give smart reporting and suggestions.
• Manage promotional items, branded merchandise, company store operations, and marketing inventory, including physical storage organization and regular inventory counts.
• Support recruiting events, trade shows, and internal events through logistics coordination, giveaways, packing, vendor communication, and event setup.
• Coordinate employee engagement initiatives, including busy season programs, happy hours, team-building activities, and Culture Committee support.
• Maintain and update HubSpot CRM data, including contact cleanup projects, list creation, bulk uploads, segmentation, pipeline reporting, and submission tracking.
• Add and maintain client, prospect, and employee records in HubSpot, including user access.
• Support commercial pipeline cleanup projects, proposal coordination, and business development materials.
• Assist with commercial proposals and the administration and content library management of our proposal software, PandaDoc.
• Monitor marketing and information inboxes and respond or route requests appropriately.
• Coordinate vendor communication, approvals, invoicing, and expense processing through Bill.com and Expensify.
• Maintain and refresh intranet content and assist with Canva organization and cleanup.
• Create internal graphics, presentations, postcards, and marketing collateral for firm initiatives.
• Support headshot coordination, video content projects, and internal communication efforts.
• Coordinate tax week gifting and related logistics, often within compressed timeframes.
• Coordinate new hire and employee milestone gifts (e.g., new baby) and ensure timely delivery.
• Coordinate event registrations and sign-ups for firm-sponsored events and external programs.
• Distribute professional materials such as bios and firm collateral upon request from partners and internal teams.
• Assist with ad hoc marketing, administrative, and operational projects across departments.

Marketing Administrative Assistant

• Provide administrative and operational support for Client Legal Services attorneys.
• Enter and manage case-related data, including pleadings, motions, and correspondence.
• Responsible for calendar management, scheduling litigation events, e-filing, and case workflows.
• Communicate clearly and professionally with internal partners and external contacts.
• Handle sensitive and confidential information with discretion.

Legal Administrative Assistant II

• Act as a trusted partner to executives, proactively managing administrative and operational demands
• Operate with a CEO-office mindset, anticipating downstream impacts, sequencing, and trade-offs
• Exercise independent judgment in managing time, access, and information flow
• Provide stability, clarity, and momentum in complex, fast-moving environments
• Manage complex, high-stakes calendars across global time zones
• Serve as an effective gatekeeper for scheduling and executive access
• Own the annual executive cadence, anticipating: Leadership meetings, Board-related activities, Conferences, External engagements
• Proactively optimize calendars to protect focus time and align time investment with enterprise priorities
• Coordinate internal and external meetings with a “no surprises” standard
• Ensure executives are fully prepared with appropriate materials, context, and stakeholders
• Manage end-to-end meeting logistics, including agendas, pre-reads, and executive-ready materials
• Draft communications that reflect executive voice and intent
• Act as a primary point of contact for executives

• Provide advanced administrative support to senior IT leaders, including complex calendar management, travel coordination, and expense reporting
• Coordinate and prepare materials for IT leadership meetings, technology reviews, and cross‑functional forums
• Serve as a central point of contact between IT leadership and internal stakeholders, ensuring timely communication and follow‑up
• Support planning and tracking of IT initiatives, including meeting logistics, documentation, and action‑item management
• Manage confidential and sensitive information with discretion and professionalism
• Assist with onboarding, access requests, and coordination of resources for IT team members
• Identify opportunities to improve administrative processes and operational efficiency within the IT organization

Executive Administrative Assistant

• Provides comprehensive administrative and programmatic support to grant-funded initiatives
• Supports coordination of day-to-day operations, scheduling, reporting, and communication efforts
• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson
• Supports coordination of NJ DOH DSSUS-funded programs (HPG, TACD, QIC)
• Assists in preparation of program materials, reports, and communications supporting community outreach
• Answers incoming calls, greets visitors and guests, directing them as appropriate
• Schedule appointments and coordinate arrangements for meetings and conferences

Administrative Assistant, HIV Community Support & Development Program

• Schedules meetings and conference calls, domestic and international, with sensitivity and awareness of the urgency of scheduling
• Schedules domestic and international travel and coordinate logistics for on and off-site meetings and events
• Provides administrative leadership to the administrative team and works with employees, customers and business associates at all levels
• Screens visitors and pre-screens and routes telephone calls, locating executives and/or taking messages as appropriate
• Maintains administrative processes and filing systems
• Drafts responses under own signature when appropriate
• Sets priorities and procedures and may delegate to others
• Maintains standards of strict confidentiality with respect to all matters and documents
• Handles internal and external executive calendar and executive’s time management
• Performs various personal services including making reservations and scheduling
• May investigate or fact-find to prepare the executive for internal activities, public events, speaking engagements or similar affairs.

• Provides administrative support and coordinates activities for specific individuals or teams
• Maintains office inventory, facilitates supply orders and completes other general office duties
• Supports employees with various tasks related to onboarding, appointment setting and travel arrangements
• Provides meeting assistance through scheduling, presentation preparation and diligent note taking
• Handles various office tasks related to communication and organization
• Upholds organizational policy and procedures for office-wide coordination efforts among various teams and departments

• Provide high‑level administrative support to the General Counsel and two SVPs, including complex calendar management, meeting coordination, and preparation of materials.
• Serve as backup support to the CEO and CFO as needed, ensuring continuity of coverage and seamless execution during periods of absence or high volume.
• Coordinate domestic travel arrangements and prepare executive expense reports in compliance with company policies.
• Prepare and format meeting materials, presentations, and executive correspondence using Microsoft Word, Excel, PowerPoint, and internal systems.
• Act as a close partner to the Executive Assistant to the CEO, supporting broader executive office operations and stepping in as needed.
• Anticipate executive needs, proactively identify potential scheduling or priority conflicts, and propose solutions.
• Interface effectively with internal stakeholders, HR, Legal, Finance, and external partners with professionalism and discretion.
• Handle highly sensitive and confidential information with the utmost integrity. Exercise sound judgment in decision‑making and escalation, particularly when supporting the CEO’s office.

• Manage a highly complex business calendar with a keen sense of prioritization and time management to ensure maximum effectiveness of time use.
• Coordinate Departmental Senior Leadership meetings and related activities, and other leadership activities.
• Collect and consolidate management data/reports for the business, in order to track performance against goals and corporate strategy.
• Organize confidential files, manage relevant data, and maintain accurate records.
• Coordinate all travel arrangements as needed and process expense reports on time.
• Plan and coordinate global department meetings, celebrations, and outside meetings.
• Interact with various levels of management on a day-to-day basis, handling very confidential documents and materials.
• Balance the necessity of managing the calendar tightly while establishing a friendly, accessible-to-all atmosphere with peers, within the organization, and outside of it as well.
• Exercise independent discretion and judgment to solve complex problems regarding project, department or division-related work.
• Coordinates activities related to hiring and onboarding of staff.
• Coordinates contracts, agreements and purchase orders.
• Leads or Supports Key Departmental or Organizational Business Support Projects such as a Facility Move, New Onboarding Process, Administrative Assistant Community of Practice, etc.

• Assist flight commanders in providing data as requested by the Commander's Support Staff in support of administrative programs.
• Assist flight commanders in the preparation, maintenance, and disposition of administrative reports and other correspondence.
• Act as the point of contact for all newly assigned aircrew; orient them regarding the basic functions of the organization, introduce them to key personnel, and schedule their initial training/orientation requirements.
• Coordinate with UDM to schedule required pre-departure training with the deploying personnel and their supervision.
• Provide deployment data/information that enables the UDM to schedule/coordinate with wing, base and higher headquarters offices on deployment issues and maintain mobility/training folders/documentation IAW DoD Foreign Clearance Guide, AFI 10-403, AFI 33-332, and guidance associated with Geographic Combatant Command/Major Command (MAJCOM)/Installation supplements, and locally developed guidance.
• Prepare and submit a list of requirements for purchase in support of aircrew deployment to the UDM and resource advisor.
• Provide aircrew pre-deployment/post-deployment mobility, logistics, security, ancillary training, medical, and dental requirements to the UDM.
• Assist flight commanders with data collection for deployment reporting in the Defense Readiness Reporting System (DRRS), Status of Resources and Training System (SORTS), and the Air Expeditionary Force Reporting Tool (ART) including Unit Type Code posturing and individual status updates and provide to commander and UDM.

Squadron Administrative Support Specialist

• Draft, review, and revise real estate legal documents, including leases, lease amendments, easements, access agreements, memorandums of understanding, transfer and assignment agreements, option agreements, and letters of intent.
• Maintain, organize, and update real estate legal records, critical dates, and documentation using Microsoft Dynamics and internal systems.
• Collaborate with internal teams and external stakeholders to ensure timely contract execution.
• Project manage projects spearheaded by the Legal team.
• Support the legal team with administrative tasks and special projects as needed.

Legal Administrative Assistant, Real Estate Paralegal

• General administrative support for assigned Sr. Vice Presidents and their direct reports, including scheduling meetings and appointments, general data entry, information updates, reporting requirements, preparation of routine correspondence, copying and distribution of documents.
• Travel coordination (flights/hotels/transportation) and expense reporting.
• Support coordination of small and large meetings with internal and external business partners.
• Support vendor purchase requisition and invoicing.
• Support the general administrative duties in the Bedminster, NJ office , along with other administrative assistants, including reception coverage, managing conference room scheduling, ordering materials and office supplies and office visitors.
• Attendance in the Bedminster, NJ office will be important; working remotely is expected to be occasional.
• Other projects and duties as assigned.

• Support performance of less experienced Administrative Assistance staff and overall effectiveness of team in performing moderately complex to complex administrative tasks
• Be responsible for compiling information, preparing moderately complex reports, and balancing routine general ledger lines or expense accounts
• Perform complex administrative, transactional, operational, or customer support tasks
• Provide a high level of professional support which includes a balance of more experienced level administrative work as well as ongoing ad hoc and project or business initiatives such as planning meetings, tracking deliverables and pulling routine reports
• Assist with selectively referring callers, and answering questions regarding business unit policies and procedures
• Provide subject matter expertise and interpretation of administrative procedures to less experienced staff
• Provide administrative supervision and support to managers in the areas of reporting, customer or business documentation
• Interact with immediate Administrative Assistant team, functional area, and internal peers regarding routine administrative tasks
• Support more experienced level leaders with daily administrative tasks and interact with more experienced leaders across the organization

• Act as a trusted thought partner to SVP / VPs, proactively managing administrative and operational demands to support enterprise strategy and leadership priorities.
• Operate with a CEO‑office mindset, anticipating downstream impacts, sequencing, and trade‑offs across business, governance, and external commitments.
• Manage complex, high‑stakes calendars across global time zones, balancing governance, leadership availability, and external visibility.
• Coordinate internal and external meetings with a “no surprises” standard, ensuring executives are fully prepared with the right materials, context, and stakeholders.
• Manage executive email and correspondence with an enterprise lens, filtering noise and surfacing critical issues.
• Oversee office operations, including supplies, services, purchasing, and vendor coordination.
• Assist with offsites, visitor management, compliance tracking, committee coordination, and contract or payment processes.
• Maintain organized electronic and physical filing systems; record and distribute meeting minutes.

Senior Executive Administrative Assistant

• Act as a trusted thought partner to SVP / VPs, proactively managing administrative and operational demands to support enterprise strategy and leadership priorities.
• Manage complex, high‑stakes calendars across global time zones, balancing governance, leadership availability, and external visibility.
• Coordinate internal and external meetings with a “no surprises” standard, ensuring executives are fully prepared with the right materials, context, and stakeholders.
• Manage executive email and correspondence with an enterprise lens, filtering noise and surfacing critical issues.
• Oversee office operations, including supplies, services, purchasing, and vendor coordination.
• Support leadership initiatives and special projects based on priorities and capacity.
• Maintain organized electronic and physical filing systems; record and distribute meeting minutes.
• Assist with budget tracking as required.
• Liaise with internal teams, external partners, and vendors to ensure smooth operations.

• Performs a variety of highly diverse and complex administrative tasks and activities
• Directly supports two or more individuals
• Coordinates multiple processes, procedures, or programs
• Develops reports and presentations
• Hands calendar management on behalf of the individuals supported
• Participates on, and provides administrative support to, project teams
• Handles routine office duties including data entry, meeting/travel arrangements, and budget processing

Administrative Specialist

• Supporting our Vice President of Sales and assisting with broader support of the Sales Leadership Team
• In addition, this Sales Administrative Assistant will be involved in preparing and managing the agendas and scheduling meetings, be comfortable working under tight deadlines and should be able to work in a target driven work environment
• Put your organizational skills and creative thinking to use by assisting in the ongoing development and growth of the organization
• Assist in trade show housing, registrations, booth schedules, event planning
• Plan meetings; gather what is needed for the meetings, set up and break down meetings
• Sales training; work with training groups to assist in organizing the sales team, ordering supplies and travel arrangements

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