Administrative Assistant

Hive + Co; Newark (NJ); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Hive + Co in Newark, NJ, seeks a Senior Administrative Assistant to support executives with calendar management, correspondence, and general clerical duties in a hybrid setting.

Responsibilities include onboarding/off-boarding, travel and expense coordination, POs, invoices, procurement, and budgeting support, plus coordinating with SAP vendor teams to ensure smooth operations.

Qualifications

• High school diploma or GED.
• 5+ years of office support and administration experience in medium-to large-sized organization (500+).
• Advanced capabilities with Microsoft Word, Excel, and PowerPoint.
• Willingness to learn new processes, procedures, and software applications.
• Superior communication skills and ability to work with executives and senior management.
• Excellent organizational skills and ability to work independently under pressure.
• Strong customer/client focus and teamwork skills.

Responsibilities

• Manage clerical duties including typing and filing.
• Screen, direct, and prioritize correspondence and calls.
• Maintain and coordinate leadership calendars.
• Provide direction for team on departmental processes.
• Assist with onboarding/off-boarding and tech equipment provisioning.
• Handle departmental financial processes: POs, invoices, procurement, budgets.
• Maintain files, update project/budget info, track deadlines, organize meetings.
• Coordinate vendor engagement with SAP vendor team.

Skills

Communication

Organization

Teamwork

Multitasking

Independent judgment

Education

High school diploma or GED

Tools

Microsoft Word

Microsoft Excel

PowerPoint

SAP

Concur

Job description

Senior Administrative Assistant

Hybrid (3 days/week in Newark, NJ or other locations when needed)

Duties

• Perform clerical duties that include typing and filing
• Screen, direct, and prioritize incoming correspondence and phone calls to appropriate parties
• Maintain and coordinate leadership calendars
• Provides direction and expertise for other team members on departmental and company processes
• Supports onboarding and off-boarding employees and contractors, establishing access and accounts, assisting with ordering technology equipment (laptops, monitors, cell phones, etc.)
• Assists with departmental financial processes including purchase requests, travel requests, purchase orders, P-Card payments, invoice processing, POs, work with procurement, and general budget management activities
• Responsible for administrative functions necessary to support the assigned work groups, including maintaining departmental files, updating project and budget information, tracking departmental deadlines, organizing conferences and meetings, processing expense reports, and ensuring timely response and close-outs for information and data requests
• Assist with vendor establishment and coordination with SAP vendor team

Qualifications

• High school diploma or G.E.D.
• 5+ years of experience performing office support and administration work within a medium- to large-sized organization (500+)
• Advanced capabilities with Microsoft Word, Excel, and PowerPoint
• Willingness to learn new processes, procedures, and software applications
• Superior communication skills and demonstrated ability to work well with individuals at all levels of the organization, as well as with senior-level individuals in federal and state government, and private companies
• Ability to interact effectively with executive and senior management
• Excellent organizational skills and ability to work independently using judgment and initiative to effectively handle multiple tasks simultaneously under pressure, with close attention to detail and in a thorough, accurate, and timely manner
• Strong customer/client focus and teamwork skills

Desired

• Prior demonstrated use of SAP, Concur, and other company platforms

Competencies

• Safety and Security
• Communicates and Influences Effectively
• Customer-Centric Collaboration
• Drives Results and Ensures Accountability
• Values and Leverages Differences

Reference:1063508

Worried that you don’t meet every single requirement listed in the job ad? Studies have shown that individuals from marginalized groups are less likely to apply to jobs unless they meet every single qualification. Hive + Co. is dedicated to building a diverse, inclusive and representative workplace, so if you’re excited about this role, but worried that you don’t meet every requirement, we encourage you to apply anyways. We’d love to get to know you.