Administrative Assistant

New Jersey Future, Inc.; Trenton (NJ); Hybrid; USD 27,552 - 55,104; Part time

Job summary

New Jersey Future, Inc. is seeking a part-time Administrative Assistant to support daily operations, scheduling, and office coordination in our Trenton, NJ office.

This role emphasizes reliability, confidentiality, and teamwork to advance NJF’s mission in planning, equity, and infrastructure initiatives. Responsibilities include coordinating meetings, managing supplies, assisting HR and payroll tasks, and supporting IT and financial administration.

Qualifications

• 2-3 years of administrative experience, ideally in nonprofit or mission-driven environment.
• Strong organizational, scheduling, and multitasking skills, with the ability to manage recurring weekly, monthly, quarterly, and annual workflows.
• Proficiency with Google Workspace and comfort learning basic IT-related tasks (Google admin, cybersecurity training coordination, phone system user setup, etc.).
• Familiarity with HR and payroll systems/processes, including maintaining records, supporting onboarding/offboarding, hiring, interns, separations, benefits administration, and handling sensitive information with absolute confidentiality.
• Ability to prepare meeting materials, coordinate committees, and support internal events.
• Reliable in-office presence one fixed day per week, with the ability to work independently within a part-time schedule (averaging 10-20 hours/week).
• Preferred: Experience with contract tracking, vendor coordination, or basic financial administration.

Responsibilities

• Coordinate scheduling, meetings, and event logistics, including board and committee gatherings, staff meetings, and organization events.
• Manage office space reservations, staff parking, and general office organization.
• Oversee supply inventory, building maintenance schedules, equipment needs, and vendor/contract processing.
• Serve as an internal resource to staff on organization policies and procedures by responding to staff inquiries and requests.
• Maintain annual board calendars, board contact lists, and committee assignments.
• Prepare and distribute board and executive committee materials quarterly.
• Provide administrative support to fundraising, executive, JEDI, and nominating committees.
• Serve as an internal resource for staff inquiries on policies and procedures while ensuring confidentiality of personnel files.
• Support hiring processes including job description formatting, recruiting coordination, onboarding, and intern program administration.
• Process employee separations, COBRA administration, and maintain HR records.
• Monitor time-off balances, assist with handbook updates, and respond to personnel questions.
• Enter payroll and retirement contributions semi-monthly.
• Review and approve staff expense reports monthly.
• Track vendor and stipend contracts and maintain related documentation.
• Apply signatures and file contract/legal documents and maintain organized records.
• Support Google Workspace administration, cybersecurity training coordination, and phone system user management.
• Coordinate with IT consultants, maintain hardware inventory, and assist with basic troubleshooting.

Skills

Organizational skills

Scheduling

Multitasking

Communication

Tools

Google Workspace

HR/payroll systems

Contract tracking software

Job description

ABOUT US

At New Jersey Future (NJF), we believe that great places help build great lives. To help create and preserve our great places, we promote sensible and equitable planning, redevelopment, and infrastructure investments that foster vibrant cities and towns; protect natural lands and waterways; enhance transportation choices; support a strong economy; and provide access to safe, affordable, and aging-friendly neighborhoods for everyone. We do this through original research, innovative policy development, coalition-building, advocacy, and hands-on strategic assistance. Embracing differences and advancing fairness is central to our mission and operations, and we are firmly committed to pursuing greater justice, equity, diversity, and inclusion in our work and culture. NJF is located in downtown Trenton, NJ. Visit www.njfuture.org.

POSITION SUMMARY

The Administrative Assistant supports the daily operations of New Jersey Future by ensuring effective office operations, reliable administrative coordination, and consistent support for staff. This part-time role plays a vital part in maintaining an efficient, welcoming, and well-organized workplace—helping staff stay focused on advancing NJF’s mission. Reporting to the Director of Finance and Administration, the Administrative Assistant manages scheduling, office logistics, basic HR and financial administration tasks, and serves as a trusted internal resource for staff inquiries and the organization’s operational needs. This position is part-time (averaging 10-20 hours per week) and requires one regularly scheduled in-office day.

RESPONSIBILITIES

• Administrative and Office Operations
  • Coordinate scheduling, meetings, and event logistics, including board and committee gatherings, staff meetings, and organization events.
  • Manage office space reservations, staff parking, and general office organization.
  • Oversee supply inventory, building maintenance schedules, equipment needs, and vendor/contract processing.
  • Serve as an internal resource to staff on organization policies and procedures by responding to staff inquiries and requests.
• Board & Committee Support
  • Maintain annual board calendars, board contact lists, and committee assignments.
  • Prepare and distribute board and executive committee materials quarterly.
  • Provide administrative support to fundraising, executive, JEDI, and nominating committees.
• Human Resource Administration
  • Serve as an internal resource for staff inquiries on policies and procedures while ensuring confidentiality of personnel files.
  • Support hiring processes including job description formatting, recruiting coordination, onboarding, and intern program administration.
  • Process employee separations, COBRA administration, and maintain HR records.
  • Monitor time-off balances, assist with handbook updates, and respond to personnel questions.
• Financial Administration
  • Enter payroll and retirement contributions semi-monthly.
  • Review and approve staff expense reports monthly.
  • Track vendor and stipend contracts and maintain related documentation.
  • Apply signatures and file contract/legal documents and maintain organized records.
• Information Technology and Systems Coordination
  • Support Google Workspace administration, cybersecurity training, and phone system user management.
  • Coordinate with IT consultants, maintain hardware inventory, and assist with basic troubleshooting.

REQUIREMENTS

• 2-3 years of administrative experience, ideally in a nonprofit or mission-driven environment.
• Strong organizational, scheduling, and multitasking skills, with the ability to manage recurring weekly, monthly, quarterly, and annual workflows.
• Proficiency with Google Workspace and comfort learning basic IT-related tasks (Google admin, cybersecurity training coordination, phone system user setup, etc.).
• Familiarity with HR and payroll systems/processes, including maintaining records, supporting onboarding/offboarding, hiring, interns, separations, benefits administration, and handling sensitive information with absolute confidentiality.
• Ability to prepare meeting materials, coordinate committees, and support internal events.
• Reliable in-office presence one fixed day per week, with the ability to work independently within a part-time schedule (averaging 10-20 hours/week).
• Preferred: Experience with contract tracking, vendor coordination, or basic financial administration.

COMPENSATION

The wage for this part-time position is in the hourly wage range of $20 and $40 and depends on the candidate’s experience and skills. Hourly wage is negotiable.

APPLICATION

NJF currently is unable to sponsor or take over sponsorship of an employment visa at this time. If hired, employment eligibility verification will be conducted upon hire.