Administrative Assistant

Atrium; Livingston (NJ); On-site; USD 70,000 - 90,000; Full time

Job summary

Atrium is seeking an Administrative Assistant based in Livingston to provide comprehensive administrative support to executives and teams. The role involves managing calendars, coordinating meetings, handling communications, travel arrangements, and maintaining confidential information.

The position requires strong organization, excellent written and verbal communication, and proficiency with MS Office. The candidate must be legally authorized to work in the United States and will be located in

Qualifications

• Bachelor's degree in Business Administration, Communications, or related field.
• Proven ability to manage complex calendars across multiple stakeholders.
• Strong written and verbal communication skills.
• Proficient with MS Office suite—Outlook, Word, Excel.

Responsibilities

• Calendar management—schedule meetings and resolve conflicts.
• Email & correspondence—draft communications and respond to contacts.
• Meeting coordination—prepare agendas and take notes.
• Travel coordination—book flights/hotels and itineraries.
• Document management—prepare, format, file records.
• Data entry & reporting—maintain databases and generate reports.
• Office operations—manage supplies, vendors, and facilities.
• Expense management—process invoices and reimbursements.
• Act as liaison between executives, employees, clients and vendors.
• Coordinate projects and track deadlines.
• Maintain confidentiality of sensitive information.
• Plan events and logistics.

Skills

Calendar management

Organizational skills

Communication skills

Independence

Discretion/confidentiality

Education

Bachelor's degree

Tools

Microsoft Office

Outlook

Excel

Word

Job description

Atrium is seeking on behalf of our client an Administrative Assistant based in Livingston.

A background check may be run only after a conditional offer is made, where permitted by law.

Position: Administrative Assistant

Location: Livingston

Employment Type: Full-time

Compensation: $70,000-90,000

Position Overview

The Administrative Assistant will provide comprehensive administrative support to ensure smooth daily operations. This role involves managing schedules, coordinating meetings, and handling communications while maintaining confidentiality. The position requires collaboration with executives, employees, and external partners to support organizational goals effectively. Must be legally authorized to work in the United States.

Responsibilities

• Calendar management — scheduling meetings, coordinating multiple calendars, and resolving conflicts
• Email & correspondence — managing inboxes, drafting communications, and responding to internal/external contacts
• Meeting coordination — scheduling, preparing agendas and materials, taking notes, and managing follow-ups
• Travel coordination — booking flights/hotels, creating itineraries, and processing expense reports
• Document management — preparing, formatting, filing, and organizing records
• Data entry & reporting — maintaining databases, spreadsheets, trackers, and generating reports
• Office operations — managing supplies, vendors, facilities, mail, and overall office organization
• Expense management — processing invoices, receipts, reimbursements, and corporate expenses
• Communication — acting as a point of contact between executives, employees, clients, and vendors
• Project/task coordination — tracking deadlines, follow-ups, and keeping priorities organized
• Confidentiality — handling sensitive company, employee, or executive information appropriately
• Event coordination — planning meetings, team events, client events, and logistics

Required Experience/Skills

• Experience managing complex calendars and scheduling across multiple stakeholders
• Strong organizational skills with ability to manage multiple priorities and deadlines
• Professional written and verbal communication skills
• Proficiency with Microsoft Office Suite, particularly Outlook, Word, and Excel
• High attention to detail and accuracy
• Ability to work independently and proactively anticipate needsDemonstrated discretion and confidentiality when handling sensitive information

Preferred Experience/Skills

• Experience supporting senior executives or leadership teams
• Familiarity with travel booking systems and expense management tools
• Knowledge of office operations and vendor management
• Ability to coordinate events and manage logistics effectively
• Strong problem-solving skills and adaptability in fast-paced environments

Education Requirements

• Bachelor’s degree in Business Administration, Communications, or related field
• Additional certifications in administrative support or office management are a plus
• Continued professional development in organizational and communication skills encouraged

If eligible under the ACA, medical, dental and vision benefits and time off in accordance with local paid sick time laws will be offered. Additional benefits may include paid holidays, a 401(k)-retirement plan, life insurance, disability coverage, and an employee assistance program, where applicable. Other compensation programs may include overtime, shift differentials, bonuses, commissions, or other incentive compensation, where applicable.

Commitment to Diversity

As a woman-owned firm, we value diversity. We are an equal opportunity and affirmative action employer and will consider all applications without regard to race, sex (including gender, pregnancy, sexual orientation and gender identity), age, color, religion or creed, national origin or ancestry, veteran status, disability (physical or mental), genetic information, citizenship or any other characteristic protected by law. We will ensure that individuals with disabilities are provided with reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Candidates who apply for roles through the Atrium website will be added to our candidate pool and may be considered for additional roles of a similar title. Please contact us to request an accommodation.

EOE/M/F/D/V/SO