Administrative Assistant

• Perform advanced secretarial/clerical/ administrative activities, with a history of high performance on behalf of the Executive Director of GCDI
• Produces/completes various work assignments requiring analytical ability, independent judgment, creativity, and problem-solving skills
• Maintaining headcount tracking, supporting the department in hire to retire contact and onboarding and exiting of employees and contractors
• Calendar scheduling/planning; coordinating and scheduling complex multi-leg and international travel arrangements
• Concur experience processing: Expense Reports; Purchase Orders and Payment Requests
• Communication Skills must be at a level to effectively interact with our company executives and internal/external clients to maintain workflow
• Coordinates special projects, as assigned from time to time.

Senior Administrative Associate

• Hire, train, and mentor a high-performing team to execute our product vision and strategy with measurable business impact
• Lead design projects of significant scope across vision, strategy, and execution
• Build lean standards and processes that balance quality, capability, and speed
• Contribute to product strategy and roadmaps in service of company objectives
• Use AI tools fluently — from rapid prototyping and generative exploration to shipping faster, higher-quality work
• Partner effectively with teams in the US and across time zones, bringing strong async communication and a collaborative, low-ego working style
• Build relationships across Product, Engineering, Marketing, and Data Science to deliver cohesive, inclusive user experiences
• Own key UX artifacts — user journeys, personas, UX measurement, and more
• Drive accessibility through inclusive design, awareness, and innovation

Group Manager – Product Design, Back Office

• This job is responsible for managing cross-functional and/or inter-departmental projects for Line of Business products, processes, functions, and employee readiness.
• Key responsibilities of the job include partnering with the business to develop a plan to sustain change, evaluating current methods, and developing strategies to implement changes and project improvements.
• Job expectations include overseeing projects, using appropriate tools to drive project completion, and serving as a secondary point of contact to department managers for critical change initiatives.
• The Project Manager is responsible for the Operational project deliverables of multiple strategic initiatives at one time spread across multiple lines of businesses (LOB’s).
• The Project Manager may work directly with a Technology Delivery lead if the project is technology focused or independently if the project is process driven.
• The Project Manager follows the Agile project methodology and adheres to the Global Change Standards as defined by the Bank.
• The Project Manager identifies the key resources required for the project and ensures that their deliverables are completed to meet the timeline requirements.
• The Project Manager is responsible for the successful implementation of project scope as agreed upon with the LOB and documents the success metrics upon project completion.
• The ETS Project Manager will work in conjunction with the Technology Delivery Lead to monitor and report out on the actual financial performance against the original forecast.
• Project risks are continually identified and escalated to minimize risk exposure.
• The candidate must be able to work independently, possess a strong process expertise, and demonstrate strategic thinking and tactical planning with a proven ability to turn complex ideas into well-structured processes.
• The candidate must be able to develop concise and succinct presentations that will influence dialogue at all levels including the expertise in knowing the fine balance between detailed and high-level messages.
• The role requires skillful communication abilities to ask the right questions, using tools and visual materials, to uncover root causes to business challenges, identify opportunities, and make recommendations.
• Other responsibilities require the ability to develop strong partnerships and relationships including full coordination with business partners.

Project Manager – Transformation, Initiatives and Process

• Provides executive administrative services for Market Growth Leader and local market leadership team, including calendar management, expense reporting, and other support.
• Produces and updates presentations and other materials, including editing in PowerPoint, Excel, and Word
• Performs meeting and event support, such as preparing meeting materials and notes, ensuring appropriate space set up and clean up, catering management, and any other projects as needed. May include large meetings or events with senior leaders, brokers, and clients
• Supports local community and civic affairs events, assisting with event planning, management, and break down
• Assists with various projects within a high traffic sales office, including office initiatives, mail and office supply management, and facility oversight
• Order all office supplies and promotional items and maintain the budget for management monthly and year-end
• Assists with printing requests, including printing, binding, and shipping materials
• May support segment-level administrative services projects in partnership with other local offices
• Communicates professionally and collaborates with internal matrix partners, brokers, and clients
• Backup other administrative professionals when needed
• Performs additional responsibilities as assigned

Senior Administrative Assistant

• Act as a trusted thought partner to SVP / VPs
• Manage complex, high‑stakes calendars across global time zones
• Coordinate internal and external meetings with a “no surprises” standard
• Manage executive email and correspondence with an enterprise lens
• Coordinate internal and external communications and initiatives on behalf of SVP / VPs
• Support leadership initiatives and special projects based on priorities and capacity
• Maintain organized electronic and physical filing systems; record and distribute meeting minutes
• Handle sensitive and business‑critical information with absolute discretion and professionalism

Senior Executive Administrative Assistant, Orthopedics

• Act as a trusted thought partner to SVP / VPs, proactively managing administrative and operational demands
• Manage complex, high‑stakes calendars across global time zones
• Coordinate internal and external meetings with a “no surprises” standard
• Manage executive email and correspondence with an enterprise lens
• 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
• Coordinate travel, lodging, and transportation for Senior Executives

• Manages complex calendars, prepares correspondence and reports, and reliably handles confidential and politically sensitive issues.
• Often serves as an initial point of contact for and liaison to outside visitors, clients and vendors.
• Coordinates and performs multiple tasks while understanding the project principles and technical skills related to own work assignments.
• Prioritizes work activities with little supervision.
• Supports the use of Team Sites.
• Schedules interviews.
• Coordinates hiring and on-boarding of new hires.
• Also handle resignations/off-boarding.
• Systems, Applications and Products in Data Processing (SAP) experience processing purchase orders, payment requests, and vendor add forms, as well as ability to run reports within SAP.
• Concur experience for processing expense reports.
• Communicates and interacts effectively with our company executives and internal/external clients both onsite and remotely to maintain workflow.
• Coordinates special projects within the division or area.
• Consistently demonstrates company leadership behaviors; able to deal with difficult situations and people diplomatically and effectively.
• Schedules complex travel arrangements, including multi-leg domestic and international travel.
• Handles visa and passport processing.
• Handles and prioritizes many simultaneous assignments.
• Performs some event planning and coordination.
• Exhibits extraordinary attention to detail.
• Demonstrates outstanding communication and people skills.
• Manages financial and budget tasks.
• Proactively takes initiative.

Senior Associate, Administrative Assistant – GMSA Oncology TA

• 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

• 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

• Manage complex calendars and schedule meetings across multiple stakeholders
• Coordinate meeting logistics and ensure agendas and supporting materials are prepared in advance
• Take ownership of meeting follow-up by documenting action items, assigning ownership, and tracking completion
• Prioritize incoming requests and help manage executive workload
• Track ongoing initiatives and ensure deadlines are met
• Follow up with team members on outstanding tasks and commitments
• Maintain project trackers and provide regular status updates
• Identify bottlenecks and proactively escalate issues when needed
• Draft, edit, and format professional documents, presentations, proposals, and reports
• Organize digital files and maintain consistent documentation
• Assist with creating SOPs, templates, and workflow documentation
• Prepare recurring and ad hoc reports with training provided
• Draft and manage professional email correspondence
• Coordinate communication between departments and leadership
• Ensure timely follow-up on requests and outstanding items
• Leverage AI tools such as ChatGPT, Claude, Microsoft Copilot, or similar platforms to improve efficiency
• Identify opportunities to automate repetitive tasks and improve workflows
• Continuously seek new ways to increase productivity through technology
• Other tasks as assigned

• Creates routine correspondence, reports and forms in support of department.
• Types, formats, and edits non-routine correspondence, reports, forms and related documents using word processing software.
• Organizes files and computer databases and makes corrections to information in files.
• Prepares advanced charts, graphs, tables, and presentations using word processing, spreadsheet, and presentation software.
• Answers the telephone, screens/routes calls, and takes messages for senior staff.
• Provides information as appropriate and assists visitors.
• Prepares mail for pick-up and routes mail for officers.
• Schedules/organizes meetings, luncheons, and events.
• Prepares meeting agendas, takes minutes, and documents decisions.

Senior Administrative Assistant, Enforcement

• Manage inbound phone calls and coordinate schedules for inspections and remediation work.
• Handle email correspondence and support accounts payable and receivable processes.
• Make follow-up calls and assist leadership with inventory tracking and ordering.
• Ensure communication, scheduling, and administrative tasks are handled accurately and efficiently.
• Schedule inspections, remediation appointments, and project-related visits for team members.
• Process accounts payable and accounts receivable documentation and track invoices.

Office Manager – Executive Assistant

• Making outbound sales contacts, including cold calls, and pursuing sales leads to develop a portfolio of buying customers.
• Accepting orders, closing sales, maintaining customer records, and completing required documentation accurately and on time.
• Identifying and qualifying prospective customers and recording sales prospecting activity in Salesforce.
• Representing an assigned product line that may overlap with other sales teams’ territories, as applicable.
• Working within territory, account, product, service, or sales processes of limited complexity.
• Informing customers of new product and service introductions, pricing, and relevant updates.
• Maintaining regular communication with the Sales Director and Team Lead to support sales priorities and execution.
• Maintaining a proficient understanding of Accurint, including the ability to demonstrate the platform and discuss pricing plans.
• Performing all other duties as assigned.

Customer Administrative Specialist

• Supports execution of government relations Objectives and Key Results by coordinating workflows, timelines, and deliverables, helping ensure alignment between day-to-day operations and strategic priorities.
• Compiles and maintains reports, updates, and briefing materials to support internal stakeholder awareness of government relations activity, priorities, and impact.
• Coordinates engagement between internal teams and external partners to support the successful execution of strategic initiatives and events in the US.
• Coordinates meetings, tracks deadlines, and manages calendars for government relations activities, principally in the US but at times extending to Europe, ME, Canada and Asia as necessary.
• Creates, maintains, and improves workflows for contracting and invoice management, adapting to local requirements.
• Processes contracts and invoices, ensuring accuracy, compliance, and timely delivery.
• Supports documentation, reporting, and communication between internal teams and external partners.
• Escalates workflow interruptions or process issues promptly to maintain project momentum.

Administrative Support Specialist

• Ensure the timely and accurate completion of change requisitions, treatment logs, patient charts, invoices and purchase orders
• Assist patients with transportation arrangements and physician appointments
• Be the 'face' of one of our outpatient or hospital facilities and use your administrative skills to impact the lives of our patients and their families

• Provide administrative support to Commercial Teams in all day-to-day processes
• Manage executive and their team members calendars and schedule appointments/meetings
• Responsible for coordinating meetings across multiple calendars
• Process expense reports for team members according to billing statements in timely manner
• Coordinate and assist with corporate and department initiatives development and execution
• Coordinate extensive travel planning and itineraries for team members
• Manage Contract Process and navigate internal and external clients
• Manage payment process by creating purchase orders and processing invoices for payment
• Greet and interact with incoming guests with professional manner
• Maintain and order office supplies as needed

Senior Administrative Assistant - Commercial

• Provide administrative and coordination support to the Global Product Strategy oncology team and related commercial teams, enabling efficient planning, documentation and communication across projects and meetings.
• Manage complex calendars, meeting scheduling, correspondence, filing and logistical arrangements, while ensuring activities are handled in line with company policies.
• Plan and organize internal meetings and workshops, prepare agendas and materials, coordinate attendees, take minutes, track action items and ensure timely follow up.
• Arrange detailed domestic and international travel itineraries, handle travel logistics, and process expense reports with meticulous attention to accuracy and compliance.
• Support project leads with basic project coordination, tracking timelines and deliverables, maintaining project documentation and facilitating information flow within oncology teams.
• Maintain shared drives, databases and tracking tools, ensure accurate records, support onboarding and access requests, and serve as point of contact for administrative systems queries.
• Partner with cross-functional stakeholders across Global Commercial Strategy, Finance, Procurement, Project Management, Medical Affairs, Legal, Compliance, Senior Leadership, and other internal support functions.
• Organize and coordinate off-site meetings, conferences, and company-wide events, handling all aspects of logistics, materials preparation, and post-event follow-up to ensure successful execution.

• 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.

• 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.

Administrative Assistant jobs in New Jersey

See all jobs on JobTailor

Senior Administrative Associate

Group Manager – Product Design, Back Office

Project Manager – Transformation, Initiatives and Process

Senior Administrative Assistant

Senior Executive Administrative Assistant, Orthopedics

Senior Executive Administrative Assistant, Orthopedics

Senior Associate, Administrative Assistant – GMSA Oncology TA

Executive Administrative Assistant

Executive Administrative Assistant

Executive Administrative Assistant

Senior Administrative Assistant, Enforcement

Office Manager – Executive Assistant

Customer Administrative Specialist

Administrative Support Specialist

Administrative Assistant

Senior Administrative Assistant - Commercial

Senior Administrative Assistant

Senior Administrative Assistant

Marketing Administrative Assistant

Legal Administrative Assistant II