Administrative Assistant

The Administrative Assistant is responsible for receptionist services and administrative duties for the IRC in the New Jersey office. The role includes greeting visitors, managing telephone calls, maintaining office supplies and equipment, and supporting safety and security measures.

Responsibilities

• Greet visitors, ascertain their needs, answer basic questions, and direct them to the appropriate staff person or department
• Manage the flow of visitors during peak periods such as open office hours
• Answer and direct incoming telephone calls, take messages and answer basic questions
• Assist with safety and security measures as required
• Order and maintain stock of needed office supplies, review inventory and monitor prices
• Maintain office equipment including copier, fax, printer, scanner, and projector in good working order, arrange for maintenance and repair as needed
• Maintain donations inventory
• Make ID badges and maintain office photo lists
• Ensure new staff and interns have access to ID cards, swipe cards, and office keys
• Coordinate calendaring and use of shared spaces such as conference rooms and classrooms
• Receive and distribute mail, process outgoing mail and deposit it in the mailbox on a daily basis
• Comply with agency policies and protocol
• Other tasks and projects as directed by the supervisor

Requirements

• High school diploma required; some university education preferred
• Fluency in English with strong verbal and written communication skills required
• Fluency in Spanish is strongly preferred
• Ability to speak additional languages common among IRC clients is a plus; especially Haitian Creole and French
• Demonstrated proficiency with Microsoft Office programs including Excel, Word, and Outlook
• Must be well-organized, reliable, professional, detail-oriented and flexible
• Desire to work as a team member and in a multicultural workplace
• US work authorization

Skills

• Reception Services
• Telephone Call Management
• Office Supplies Management
• Office Equipment Maintenance
• Safety and Security Support
• MS Excel
• MS Word
• Microsoft Outlook
• Verbal Communication
• Written Communication
• Bilingual Communication
• Organizational Skills
• Detail Orientation
• Professionalism

Languages

English, Spanish