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Kubra

Posted 18 days ago

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Administrative Assistant

Piscataway, NJOn-siteFull-time

AI Summary

Administrative Assistant supports management and HR by coordinating office operations, handling communications, events, procurement, and confidential information in a fast-paced office.

About this role

KUBRA is seeking a highly organized and proactive Administrative Assistant to support our management staff and HR team in ensuring the smooth day-to-day operations of our facility. This role is ideal for a detail-oriented professional who thrives in a fast-paced environment, enjoys multitasking, and takes pride in delivering exceptional administrative and operational support.

The successful candidate will play a key role in coordinating office activities, supporting employee and facility-related initiatives, maintaining confidential information, and fostering a positive and professional workplace environment.

Please note that this role requires you to work from the office 5 days per week, Monday-Friday.

If this sounds like you, we'd love to hear from you!

How You'll Contribute

  • Provide administrative support to the Facility Manager, management staff and HR Department
  • Reporting and data entry
  • Generate Purchase Orders and requisitions
  • Plan, coordinate, and support internal meetings, employee engagement initiatives, wellness activities, and company events, including managing event logistics, vendor coordination, catering, scheduling, materials preparation, and on-site support.
  • Act as a receptionist and answer the telephone professionally and record and return all messages within 24 hours
  • Maintains customer and employee confidence and protects operations by keeping information confidential
  • Maintain office inventory supplies
  • Prepare correspondence, presentation materials, project planning, and development, and various reports.
  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Respond to inquiries from both external and internal contacts and provide direction to appropriate departments for response and when necessary, initiate timely follow-up.
  • Receive and distribute incoming mail; review and evaluate mail to identify those items requiring priority attention
  • Handle any HR function for the facilities that may be asked in a confidential manner
  • Handle issues that arise around the facility management, schedule outside vendors for service-related requirements
  • Participate/Chair the local health and safety, wellness and social committees

    • Strengths that Shine in This Role

    • Strong communication skills, both written and verbal.
    • Ability to take initiative and work proactively under minimal supervision.
    • Superior organizational skills with a meticulous attention to detail.
    • Ability to prioritize and successfully complete tasks while working under pressure in a fast-paced environment.
    • Team-player with strong interpersonal skills and a professional attitude capable of fostering strong working relationships with all levels of staff within the organization as well as external contacts.
    • Ability to work with sensitive and confidential material.
    • Ability to plan, research topics and be creative

    Skills That Matter in This Role

  • 2-5 years of experience in an administrative assistant capacity.
  • Excellent computer skills including a high degree of proficiency in Microsoft Word, Excel, and PowerPoint.
  • Fluency in Spanish
  • Previous experience planning and executing events
  • Demonstrated experience in budget management and expense tracking.
  • Strong analytical skills with the ability to exercise judgment when dealing with problems or issues that may arise.
  • Solid multi-tasking skills with the ability to manage and balance large volumes of work
  • Other Education/Certification/Training preferred: High School Diploma

    • Why You’ll Love Working Here

  • Enjoy excellent benefits with low premiums, plus Healthcare and Wellness Spending Accounts to keep you and your family covered
  • Earn more with shift premiums and annual performance-based bonuses
  • Plan for your future with 401K matching
  • Take advantage of generous paid time off — including vacation, holidays, sick, personal, birthday, and volunteer days
  • Dress comfortably every day with our casual dress code
  • Free on-site parking for easy, stress-free commutes
  • Give back with two paid volunteer days to support causes you care about
  • Be recognized and rewarded through our employee appreciation and recognition programs

    • Skills

    Budget ManagementCalendar CoordinationConfidential Information HandlingData EntryEvent PlanningExpense TrackingMeeting PlanningMicrosoft ExcelMicrosoft PowerPointMicrosoft WordPo/delivery CoordinationPresentation Material PreparationProcurementPurchase OrdersReceptionist DutiesRecords ManagementSpanishVendor Management

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