Administrative Assistant

Overview

Job Title: Administrative AssistantDepartment: Office of Public & Government Affairs, Marketing and Communications

The Office of PGA, Marketing and Communications is seeking a highly organized and detail-oriented Assistant to support the Business Manager. The successful candidate will assist in managing incoming jobs, purchasing, budgeting, HR, and administrative tasks for all three offices. This role requires excellent communication skills, the ability to multitask, and a proactive approach to problem-solving.

Responsibilities

Key Responsibilities:

Assistant Administrator in the Project Management System:

• Manage all incoming jobs and requests in Wrike.

• Receive, review, and break out jobs in Wrike for all three offices.

• Follow up on job statuses and ensure timely delivery of final files.

Assisting Purchasing and Budget Management:

• Serve as the Purchasing Officer for the office.

• Manage and track all four budgets (PGA/COMMS/Marketing/Print).

• Enter all purchasing requests and process all invoices for payment.

• Review and approve print service orders submitted by the Senior Clerk.

Assisting HR and Employee Support:

• Act as the office Point of Contact and provide administrative support for all employees.

• Maintain and manage timecards for each employee in all offices.

Administrative Management:

• Handle admin jobs entered by departments, obtain necessary approvals for final files.

• Send files to the Admin. department for approval and print as needed.

• Contact vendors to obtain quotes and follow up on current orders.

• Maintain fixed asset reports for all three offices.

• Order office supplies and process reimbursements as needed.

• Drafting resolutions in MinuteTraq to authorize purchase and event attendance where appropriate under supervision of Business Manager

• Event coordination and support as needed

• Other duties as assigned.

Qualifications

Qualifications:

• High school diploma or equivalent required

• Previous administrative or office management experience required.

• Familiarity with Wrike or similar project management software is a plus.

• Strong organizational skills and attention to detail.

• Excellent written and verbal communication skills.

• Ability to multitask and manage multiple priorities.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Experience in budget management and purchasing processes.

• Ability to work independently and as part of a team.

Additional Information:

• This is a full-time position based in Middlesex County, NJ.

• Benefits package offered.

• Full-time, onsite position, M-F 8:30am-4:15pm, with potential for up to one day per week remote work as assigned and only after a 60-day initial onsite work period