Administrative Assistant I: Exec Support & Payroll

supply-chain; Trenton (NJ); On-site; USD 42,000 - 60,000; Full time

Job summary

Our Organization is seeking a detail-oriented administrative professional to provide personal secretarial services and general clerical support. You will handle payroll, accounts payable/receivable, and sensitive records, working under the General Manager to support senior management.

You will manage calendars, correspondence, travel arrangements, and confidential reporting, while maintaining discretion and efficient operations across the organization.

Qualifications

• High School Diploma or Equivalent
• Two years using MS Excel, MS Word and an email system
• Three years related experience, preferred
• Two years experience with accounts receivable and accounts payable, preferred

Responsibilities

• Manage accounts payable and receivable process. Obtain purchase orders, validate and process invoices; contact vendors regarding discrepancies.
• Review, transmit and manage weekly payroll process; reconcile issues.
• Assist General Manager with month end close process.
• Type correspondence and reports from rough drafts; edit grammar and spelling as needed.
• Use judgment and initiative in non-routine situations.
• Screen calls and visitors; provide information and delegate where appropriate; handle confidential matters.
• Prepare confidential, specialized reports such as financial data; produce reports, presentations, proposals.
• Maintain filing system; revise supervisor’s files as needed.
• Maintain manager’s calendar; arrange travel and submit expense reports.
• Open and review mail; compose responses and delegate items to subordinate managers.
• Coordinate high level meetings with associates and customers; serve as central HR contact.

Skills

Administrative support

Attention to detail

Discretion and confidentiality

Education

High School Diploma or Equivalent

MS Excel, MS Word and Email system experience

Three years related experience (preferred)

Accounts receivable and accounts payable experience (preferred)

Tools

MS Excel

MS Word

Email system

Job description

Our Organization is seeking a detail-oriented administrative professional to provide personal secretarial services and general clerical support. You will handle payroll, accounts payable/receivable, and sensitive records, working under the General Manager to support senior management.

You will manage calendars, correspondence, travel arrangements, and confidential reporting, while maintaining discretion and efficient operations across the organization.