Job Overview
The Administrative Assistant provides comprehensive administrative, onboarding, and operational support to the REED Next leadership team, helping to ensure the efficient day-to-day operation of the program. This role serves as a key point of coordination across departments by managing executive administration, supporting recruitment and onboarding activities, maintaining compliant employee records, and assisting with financial, audit, and program administration while delivering exceptional internal and external customer service.
Schedule: Full Time (40 hours): Monday through Friday
Responsibilities:
- The Administrative Assistant will support the REED Next leadership team and will be essential to ensuring the organization runs smoothly
- The Administrative Assistant will coordinate schedules, manage calendars, organize meetings, prepare expense reports, gather and maintain mandatory state and federal documents, assist with program and fiscal audit prep, maintain and create spreadsheets.
- Be responsive to all forms of communication from external and internal sources to ensure clear communication across the team and with key managers
- Coordinate calendars of assigned team members including staying on top of meeting requests, changes to meetings, and rescheduling of meetings
- Reconcile monthly expenses using expense management software
- Coordinate the end-to-end onboarding process for new hires at REED Next, including pre-employment screening and following up on the completion of required onboarding tasks
- Provide regular updates to hiring managers regarding onboarding progress, background screening status, and anticipated start dates.
- Maintain tracking spreadsheets and ensure all employment documentation is securely stored, complete, and compliant with federal, state, and organizational record retention standards.
- Perform general office duties such as ordering supplies and keeping files organized
- Distribute information to the team to ensure good communication
- Files and retrieves corporate documents, records, and reports; maintenance of electronic and required paper files
- Provide light technical support and troubleshoot organizational or technical issues for managers and senior leadership
- Support the intake team, as needed, in sourcing and scheduling new clients and their families
- Participate in interviews as needed, scheduling, follow up, file maintenance, etc.
- Work collaboratively with the business office to process billing, staff reimbursements and onboarding invoices
Qualifications:
- Proven experience as an administrative assistant or role that requires a similar skillset
- High School Graduate or equivalent (Associates degree preferred)
- Good technical skills, including experience with Microsoft Office Software (Outlook, Excel, Power point, Word), Google Workspace, expense reporting
- Soft and technical skills: Strong interpersonal/teamwork skills; ability to maintain confidentiality
- Good verbal and written communication skills; strong grammar and punctuation skills
- Strong organizational, time management and problem-solving skills; ability to self-initiate/work autonomously when needed
- Assist with special projects and initiatives as needed
- Ability to prioritize tasks and work efficiently under pressure
- Ability to work overtime when necessary to meet deadlines
Job Type: Full-time
Pay: $45,000.00 - $55,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Application Question(s):
- How many years experience do you have working in an administrative assistant or similar role?
- Please briefly describe your administrative support experience, including the types of teams or leaders you have supported.
- What software and office systems have you used in previous roles?
- Please describe any experience you have with employee onboarding and recruitment administration.
- Describe your experience assisting with audits or compliance activities.
- This position is a full-time, onsite role in Oakland, NJ, Monday through Friday. Please confirm that you can meet this schedule and commute requirement.
- Why are you interested in joining REED Next, and what interests you about supporting adults with autism and developmental disabilities?
Education:
- High school or equivalent (Required)
Work Location: In person
