Administrative Assistant - Temporary

Parette Somjen Architects LLC; Rockaway (NJ); On-site; USD 25,000 - 33,000; Part time

Job summary

Parette Somjen Architects LLC is seeking a Temporary Administrative Assistant to provide administrative and operational support across the firm while covering an employee leave of absence. The role ensures continuity of key functions, maintains records, prepares reports, coordinates meetings, and supports contract and compliance documentation.

The position requires exceptional organization, discretion, and strong communication, with the ability to manage multiple priorities in a fast-paced

Qualifications

• 4+ years of administrative support experience.
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Excellent organizational and communication skills.
• Ability to handle confidential information with discretion.
• Experience coordinating meetings, preparing reports, and managing executive calendars.
• Experience working in a fast-paced office environment.

Responsibilities

• Coordinate continuing education seminars for executive leadership.
• Track and maintain continuing education requirements and compliance documentation.
• Maintain referendum tracking databases and reports for New Jersey counties.
• Update public notice information and related reporting requirements.
• Prepare and distribute reports and status updates on CE, referendum, and regulatory tracking.
• Schedule and document training for firm leadership and coordinate travel arrangements.
• Support contract records and referendum information in OneNote.
• Coordinate staff meetings, huddles, and internal meetings with agenda development.

Skills

Administrative support

Multitasking

Organizational skills

Communication

Discretion

Meeting coordination

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Microsoft Teams

Job description

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.