Operations & Administrative Specialist

Valid8 Financial, Inc.; Parsippany-Troy Hills (NJ); On-site; USD 42,000 - 62,000; Full time

Job summary

Valid8 Financial, Inc. seeks an Administrative Assistant II to support administration, operations, reception, and facilities at our Parsippany office. The role reports to a manager and may assist other departments as needed.

Key duties include records management, information systems, office supply coordination, and daily operational tasks to meet firm objectives. Strong organizational and communication skills are essential.

Qualifications

• Highly organized with great attention to detail.
• Strong communication and people skills.
• Proficient with multiple software systems.
• Proficient in MS Word, Excel, and PowerPoint.

Responsibilities

• Oversee filing, data storage, and records management per internal policies.
• Implement and maintain information systems to improve documentation.
• Coordinate office supply ordering and inventory management.
• Support daily operational tasks aligning with firm objectives.
• Help develop processes to improve office workflows and productivity.
• Greet clients/visitors and manage front-desk activities.
• Answer calls, route inquiries, and take messages.
• Schedule meeting rooms and set up AV equipment and refreshments.
• Report maintenance issues and ensure safety compliance.
• Maintain data storage systems and secure record-keeping.
• Perform data entry for operational reports.
• Ensure data protection compliance and internal policies.
• Input and maintain client/vendor contracts in the database.

Tools

MS Word

MS Excel

PowerPoint

Outlook

Adobe Suite

Job description

Valid8 Financial, Inc. seeks an Administrative Assistant II to support administration, operations, reception, and facilities at our Parsippany office. The role reports to a manager and may assist other departments as needed.

Key duties include records management, information systems, office supply coordination, and daily operational tasks to meet firm objectives. Strong organizational and communication skills are essential.