Administrative Assistant

Talentify; Hasbrouck Heights (NJ); On-site; USD 40,000 - 56,000; Full time

Job summary

Talentify in Hasbrouck Heights, NJ is seeking an Administrative Assistant to support leaders and teams with a broad range of administrative and operational needs. This onsite role emphasizes calendar management, reports, and document creation to keep daily activities organized and on track.

This position offers exposure to multiple business functions, cross-training across purchasing, customer service, shipping, and basic accounting, with opportunities to take on greater responsibilities over

Qualifications

• 2–5 years of experience in administrative, office, operations, or coordinator support.
• Previous experience assisting multiple leaders, departments, or business functions.
• Working knowledge of Microsoft 365, including Outlook, Excel, and Word, at approximately an intermediate level.
• Experience coordinating schedules, producing documents, maintaining records, and tracking open items.
• Ability to support a varied workload that may include phones, visitors, shipping requests, office needs, and customer inquiries.
• Clear and professional written and verbal communication skills.
• Ability to organize competing priorities, meet deadlines, and maintain accurate work.
• Willingness to complete cross-training and gradually take ownership of responsibilities across the organization.

Responsibilities

• Support company leaders and multiple departments with day-to-day administrative and operational needs.
• Manage calendars, meetings, scheduling requests, preparation materials, notes, and follow-up tasks.
• Create and update reports, spreadsheets, presentations, correspondence, and other business documents.
• Track projects, deadlines, and action items while maintaining accurate electronic and paper records.
• Handle incoming calls, greet visitors, direct inquiries, and assist with general office coordination.
• Support shipment tracking, return requests, shipping estimates, claims, and delivery-related questions.
• Prepare and organize shipping forms and supporting records for parcel, freight, and international orders.
• Communicate with customers, internal teams, carriers, and outside service providers to resolve shipping matters.
• Assist purchasing, customer service, billing, and payment-related teams with routine administrative work.
• Maintain office supplies and help coordinate internal events, communications, and special assignments.

Skills

Administrative support

Calendar management

Communication

Organization

Multi-department coordination

Cross-training

Tools

Microsoft 365

Job description

JOB TITLE: Administrative Assistant

JOB TYPE: Direct-Hire

LOCATION: Hasbrouck Heights, NJ – Fully onsite

START DATE: August/September 2026

SHIFT: Monday – Friday, standard business hours

We are seeking an Administrative Assistant to support leaders and teams with a broad range of administrative and operational needs. This role is well suited for someone who can manage competing priorities, coordinate work across departments, and help keep daily activities organized and on track. The position offers the opportunity to build knowledge across several business functions and take on greater responsibility over time.

Responsibilities

• Support company leaders and multiple departments with day-to-day administrative and operational needs.
• Manage calendars, meetings, scheduling requests, preparation materials, notes, and follow-up tasks.
• Create and update reports, spreadsheets, presentations, correspondence, and other business documents.
• Track projects, deadlines, and action items while maintaining accurate electronic and paper records.
• Handle incoming calls, greet visitors, direct inquiries, and assist with general office coordination.
• Support shipment tracking, return requests, shipping estimates, claims, and delivery-related questions.
• Prepare and organize shipping forms and supporting records for parcel, freight, and international orders.
• Communicate with customers, internal teams, carriers, and outside service providers to resolve shipping matters.
• Assist purchasing, customer service, billing, and payment-related teams with routine administrative work.
• Maintain office supplies and help coordinate internal events, communications, and special assignments.

Qualifications

• 2–5 years of experience in administrative, office, operations, or coordinator support.
• Previous experience assisting multiple leaders, departments, or business functions.
• Working knowledge of Microsoft 365, including Outlook, Excel, and Word, at approximately an intermediate level.
• Experience coordinating schedules, producing documents, maintaining records, and tracking open items.
• Ability to support a varied workload that may include phones, visitors, shipping requests, office needs, and customer inquiries.
• Clear and professional written and verbal communication skills.
• Ability to organize competing priorities, meet deadlines, and maintain accurate work.
• Comfort learning processes across purchasing, customer service, shipping, and basic accounting support.
• Willingness to complete cross-training and gradually take ownership of responsibilities across the organization.

EOE STATEMENT

We are an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law.