Job Title: Assistant Manager of Administration

Job Description

The Assistant Manager of Administration will play a pivotal role in supporting the Department Manager by overseeing and coordinating the activities of the administrative support staff, particularly as related to the receptionist, administrative and facilities functions. This position is expected to operate with limited supervision from a manager. As directed, this position will require you to support other departments and managers in order to fulfill the immediate requirements of the firm.  

Responsibilities

Project and Data Management:

Creates spreadsheets, logs, and records for tracking, reporting and analyzing dataCreates schedules and timelines for projects.Cooperatively works with Marketing team to assemble client proposal templates forclient proposals according to Project Manager instructions.Enters data into required systems and documents and audits for accuracy Requests documentation, as assigned by managersObtain and provide Certificates of Insurance according to client instructions. Maintains electronic and physical departmental files, documents, communications, and records. Contributes and leads project-based initiatives

Administrative Support Staff Management:

Plans, orders, and/or reconciles deliveriesCompletes purchase orders and documentationPlans and coordinates internal and external meetings, events, seminars, etc.Schedules and tracks individual attendance, vendors, and supplies 

Communication:

Responds to and follows up with communication requestsCreates drafts of procedures and manages communication effectively.Drafts internal and external communications including but not limited to letters, reports, emails, and announcements

Team Support:

Collaborates with all departmentsConducts training newly hired administrative assistants and receptionists Recruit, train and conduct performance reviews Prioritize, delegate, and confirm completion of administrative workMaintains client, contact and project information into the project management system Bill QuickSupports other Administrative Assistants Work Environment

This position will be onsite in Parsippany, NJ 5 days a week, from 8 am to 5:30 pm with a 1 hour lunch break.

This position is moving extremely fast as this is an urgent need for the client. If interested, please send over your most up to date resume to ktrivigno @astoncarter.com along with your availability for a 10-minute phone call. 

Pay and Benefits

The pay range for this position is $30.00 - $35.00

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision\n
• Critical Illness, Accident, and Hospital\n
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available\n
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)\n
• Short and long-term disability\n
• Health Spending Account (HSA)\n
• Transportation benefits\n
• Employee Assistance Program\n
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a hybrid position in Parsippany-Troy Hills,NJ.

Application Deadline

This position will be accepting applications until Jan 24, 2025.

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\n \n About Aston Carter:\n

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

\n Diversity, Equity & Inclusion\n

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

\n Hiring diverse talent\n Maintaining an inclusive environment through persistent self-reflection\n Building a culture of care, engagement, and recognition with clear outcomes\n Ensuring growth opportunities for our people\n

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

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If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

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