Job title: Administrative Assistant
Duration: 6 months 
Location: Newark, NJ (Hybrid)
Please Note: Overtime may be required.

The Administrative Assistant will provide daily administrative support to both senior leaders and a large team, including managing daily schedules & calendars, planning & booking travel, and actioning tasks and projects. The successful candidate will demonstrate an ability to organize, prioritize, and collaborate effectively across the broader organization in a fast-paced environment. Strong interpersonal skills, initiative, and dependability are critical.

Responsibilities:

• Responsible for managing complex calendars that include travel and the need to coordinate meetings with senior-level executives and their assistants inside and outside of the company.
• Provide a high level of daily support, always anticipating what the principal(s) will need before meetings and phone calls, including pre-reading and meeting materials.
• Reviews e-mail daily to determine appropriate action.
• Handle all travel arrangements for domestic and international trips - book flights, expense vouchers, itineraries, and logistics.
• Manage principals' e-mail and respond appropriately.
• Answers and screens telephone calls and takes detailed messages. Returns calls and initiates conference calls.

Required Skills:

• Minimum of 8 years of business/executive administrative experience required.
• Proficiency with Microsoft Office computer programs, specifically Word, Excel, and PowerPoint.
• Excellent interpersonal skills, initiative, dependability, and the ability to communicate with all levels in the organization are necessary.
• Strong knowledge of Company policies and procedures.
• Ability to work independently with minimal supervision.
• Ability to work independently but function as a team.
• Ability to handle sensitive information and maintain confidentiality.
• Excellent organizational and prioritization skills, good judgment, and a self-starter.
• Ability to manage multiple priorities and work in fast fast-paced environment.
• Exceptional attention to detail.
• Exhibits an enthusiastic and positive attitude.
• Strong work ethic – follows through on commitments, is reliable and conscientious in his/her dealings with associates at all levels.
• This job requires someone who is always one step ahead and uses good judgment in taking initiative.
• Priorities change frequently, and the incumbent must have a high degree of flexibility and the ability to easily change course mid-way through a project.

Preferred Skills:

• Prior supervision experience is a plus.
• Knowledge of Investment Management, and/or Fixed Income a strong plus.

 

About Us: Established in 2004, SPECTRAFORCE® is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams. We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 140 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation. SPECTRAFORCE is built on a concept of “human connection,” defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people and clients can reach their highest potential. Learn more at: http://www.spectraforce.com
 
Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRAFORCE provides unpaid leave as well as paid sick leave when required by law.

Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation.
 
California Applicant Notice: SPECTRAFORCE is committed to complying with the California Privacy Rights Act (“CPRA”) effective January 1, 2023; and all data privacy laws in the jurisdictions in which it recruits and hires employees. A Notice to California Job Applicants Regarding the Collection of Personal Information can be located on our website. Applicants with disabilities may access this notice in an alternative format by contacting NAHR@spectraforce.com.
 
LA County, CA Applicant Notice: If you are selected for this position with SPECTRAFORCE, your offer is contingent upon the satisfactory completion of several requirements, including but not limited to, a criminal background check. We consider qualified applicants with arrest or conviction records for employment in accordance with all local ordinances and state laws, including the Los Angeles County Fair Chance Ordinance for Employers (FCO) and the California Fair Chance Act (FCA). The background check assessment will consider whether a criminal history could reasonably have a direct, adverse impact on the job-related safety, security, trust, regulatory compliance, or suitability for this role. Such findings may result in withdrawal of a conditional job offer. 


At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $30.00/hr.