Senior Administrative Assistant

Kelly; New Brunswick (NJ); Hybrid; USD 39,000 - 55,000; Full time

Job summary

Kelly is seeking an experienced administrative professional to provide high-level support to up to five senior leaders across multiple practice areas. The role emphasizes calendar management, meeting coordination, and project support to keep leaders focused on strategic priorities.

The position involves onsite work in New Brunswick, NJ with a hybrid schedule (onsite Tue-Thu; remote Mon-Fri) and responsibilities spanning travel coordination, onboarding, budgeting, and reporting.

Qualifications

• High school diploma required; Associate's or Bachelor's degree preferred.
• Minimum of 2 years of administrative experience.
• Strong proficiency in Microsoft Office, including Outlook, Excel, PowerPoint, and Teams.
• Demonstrated ability to learn and apply AI tools in administrative work.
• Experience with systems such as Concur, Aribia and SharePoint preferred.
• Strong organizational and multitasking skills.
• Ability to prioritize and work independently.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Adaptability in fast-paced environments.
• Strong collaboration and relationship-management skills.

Responsibilities

• Provide direct administrative support to senior leaders, including calendar management, meeting coordination, communications, follow-ups, and action items.
• Manage complex and dynamic calendars, prioritize requests, coordinate schedules, resolve conflicts, and create meeting invitations for internal and external stakeholders and direct reports.
• Coordinate meetings across internal and external stakeholders, including room reservations, technology, agendas, materials, and catering as needed.
• Organize and support large meetings, offsites, town halls, team celebrations, and other events.
• Record and distribute meeting minutes when needed and maintain distribution lists.
• Prepare, edit, and manage confidential correspondence, documents, and reports.
• Assist direct reports and leadership teams with projects and administrative needs as required.
• Coordinate domestic and international travel arrangements through Concur.
• Prepare, submit, and reconcile expense reports.
• Manage travel and visit logistics for leaders, visitors, and external stakeholders.
• Support onboarding and offboarding processes, including equipment, access, documentation, and related tracking.
• Maintain employee data, organizational charts, and onboarding trackers as needed.
• Support leadership initiatives, projects, and cross-functional programs.
• Track project timelines, budget tracking, deliverables, and progress, including follow up and action items
• Assist with PO management, entering/opening of PO's, tracking budget, closing, lifecycle management as needed
• Assist with compliance tracking, committee work, and organizational initiatives.
• Exercise independent judgment to prioritize and manage competing tasks.
• Maintain SharePoint, Teams, and file systems with strong version control.
• Manage distribution lists, organizational charts, reporting data, office supplies, and facilities coordination.
• Interface professionally with internal teams, executives, direct reports, and external partners.
• Build strong working relationships across the organization and provide backup support to other administrative staff.
• Handle highly sensitive and confidential information with discretion and sound judgment.
• Support department-wide initiatives and cross-training.

Skills

Microsoft Office

Outlook

Excel

PowerPoint

Teams

AI tools in admin work

Education

High school diploma

Associate or Bachelor’s degree preferred

Tools

Concur

Aribia

SharePoint

Job description

Provide high-level administrative, operational, and project support for up to 5 senior leaders across different practice areas. The role manages complex day-to-day administrative needs with mainly calendar management and meeting support, coordinates across internal and external stakeholders, supports and tracks projects and deliverables to help leaders remain focused on strategic priorities.

Pay: 34.00

Schedule: Onsite Tuesday- Thursday. Remote Monday and Friday. 8am-5pm

Location: New Brunswick, NJ

Core Responsibilities

1. Executive & Administrative Support

• Provide direct administrative support to senior leaders, including calendar management, meeting coordination, communications, follow-ups, and action items.
• Manage complex and dynamic calendars, prioritize requests, coordinate schedules, resolve conflicts, and create meeting invitations for internal and external stakeholders and direct reports.
• Coordinate meetings across internal and external stakeholders, including room reservations, technology, agendas, materials, and catering as needed.
• Organize and support large meetings, offsites, town halls, team celebrations, and other events.
• Record and distribute meeting minutes when needed and maintain distribution lists.
• Prepare, edit, and manage confidential correspondence, documents, and reports.
• Assist direct reports and leadership teams with projects and administrative needs as required.

2. Travel & Expense Management

• Coordinate domestic and international travel arrangements through Concur.
• Prepare, submit, and reconcile expense reports.
• Manage travel and visit logistics for leaders, visitors, and external stakeholders.

3. Hiring & Onboarding Support

• Support onboarding and offboarding processes, including equipment, access, documentation, and related tracking.
• Maintain employee data, organizational charts, and onboarding trackers as needed.

4. Project, Program & Operational Support

• Support leadership initiatives, projects, and cross-functional programs.
• Track project timelines, budget tracking, deliverables, and progress, including follow up and action items
• Assist with PO management, entering/opening of PO's, tracking budget, closing, lifecycle management as needed
• Assist with compliance tracking, committee work, and organizational initiatives.
• Exercise independent judgment to prioritize and manage competing tasks.

5. Reporting & Office Operations

• Maintain SharePoint, Teams, and file systems with strong version control.
• Manage distribution lists, organizational charts, reporting data, office supplies, and facilities coordination.
• Interface professionally with internal teams, executives, direct reports, and external partners.
• Build strong working relationships across the organization and provide backup support to other administrative staff.
• Handle highly sensitive and confidential information with discretion and sound judgment.
• Support department-wide initiatives and cross-training.

Qualifications

• High school diploma required; Associate's or Bachelor's degree preferred.
• Minimum of 2 years of administrative experience.
• Strong proficiency in Microsoft Office, including Outlook, Excel, PowerPoint, and Teams.
• Demonstrated ability to learn and apply AI tools in administrative work.
• Experience with systems such as Concur, Aribia and SharePoint preferred.
• Strong organizational and multitasking skills.
• Ability to prioritize and work independently.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Adaptability in fast-paced environments.
• Strong collaboration and relationship-management skills.