Administrative Assistant - Temporary

PARETTE SOMJEN ARCHITECTS; Rockaway (NJ); In loco; USD 28.000 - 36.000; Part-time

Descrizione del lavoro

Parette Somjen Architects, LLC is seeking a Temporary Administrative Assistant to support leadership and multiple departments. The role covers an employee leave, ensuring continuity of key administrative functions and accurate recordkeeping.

Strong organization and discretion are essential in a fast-paced office environment. The role involves coordinating CE programs, tracking compliance, managing meeting calendars, and supporting onboarding and travel arrangements for executive staff.

Competenze

• 4+ years of administrative support experience.
• Proficiency in Microsoft Outlook, Word, Excel and PowerPoint.
• Strong organizational and communication skills.
• Ability to handle confidential information discreetly.

Mansioni

• Coordinate continuing education seminars and development opportunities for executive leadership.
• Track CE credits and compliance documentation for leadership.
• Maintain referendum tracking databases and reports for New Jersey counties.
• Prepare and distribute reports on CE, referendum activity, and regulatory tracking.
• Coordinate travel, meetings, and scheduling for firm leadership.
• Support onboarding/offboarding and documentation workflows.
• Assist with contract records and related compliance documentation.

Conoscenze

Administrative support

Microsoft Office

Calendar management

Communication skills

Strumenti

Outlook

Word

Excel

PowerPoint

Teams

Descrizione del lavoro

The Temporary Administrative Assistant provides administrative and operational support to leadership, administrative team, and multiple departments across the firm while covering an employee leave of absence. This temporary role ensures continuity of key administrative and operational functions. The position maintains accurate records, prepares reports and business documents, coordinates meetings and communications, manages contract and compliance documentation, and supports operational workflows. Success in this role requires exceptional organizational skills, attention to detail, discretion, strong communication abilities, and the ability to effectively manage multiple priorities in a fast-paced professional environment.

KEY RESPONSIBILITIES

Executive Leadership Support

• Coordinate continuing education (CE) seminars, courses, and professional development opportunities for executive leadership.
• Track, monitor, and maintain continuing education requirements, credits, and related compliance documentation for executive leadership.
• Maintain and update referendum tracking databases and reports for all New Jersey counties, ensuring accuracy and timely reporting.
• Research, monitor, and update public notice information, maintaining current records and supporting compliance-related reporting requirements.
• Prepare and distribute reports, summaries, and status updates related to continuing education, referendum activity, and regulatory or public notice tracking.
• Support the planning, scheduling, registration, and documentation of training and development activities for firm leadership.
• Coordinate business and executive travel arrangements, meeting logistics, and scheduling for leadership, including personal, departmental, and Coxe Group-related activities.
• Support administration of 179D-related documentation, recordkeeping, and tracking activities.
• Maintain and update Professional Services Agreement contract records and related referendum information within OneNote, ensuring weekly accuracy and completeness.

Administrative Support

• Coordinate staff meetings, daily huddles, and other internal meetings, including scheduling, agenda preparation, and presentation development
• Maintain and update employee recognition and Core Values nomination content for company presentations, ensuring timely and accurate inclusion of submissions.
• Prepare and distribute reminders, communications, and follow-up materials related to employee recognition programs, meetings, and organizational initiatives.
• Support onboarding and offboarding processes by coordinating administrative activities, preparing documentation, facilitating system and equipment requests, and ensuring completion of required procedures.
• Coordinate and schedule management training sessions, ensuring timely communication, participant attendance, and logistical support.

SKILLS & QUALIFICATIONS

• 4+ years of administrative support experience
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to manage multiple priorities while maintaining a high degree of accuracy and professionalism
• Excellent organizational and communication skills
• Demonstrated ability to handle confidential information with discretion.
• Experience coordinating meetings, preparing reports, and managing executive calendars.
• Experience working in a fast-paced office environment
• Ability to work independently and as part of a collaborative team.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

• Location: Office
• Schedule: Part-Time (20 hours a week)
• Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Ability to sit for extended periods of time while working at a desk. Ability to stand or walk intermittently to greet visitors, receive deliveries, or move throughout the office. Ability to file documents, handle mail and packages, typing, writing and data entry. Ability to see clearly for reading documents, computer screens, and written correspondence. Ability to hear and speak clearly to communicate in person and over the telephone. Ability to lift and carry light to moderate items, such as mail, packages, files, or office supplies (typically up to 10-20 lbs). Ability to perform repetitive tasks, including data entry, phone use, and filing.