Entry Level Administrative Assistant

Join the Team!

Is technology your passion? Do you want to work with smart, forward-thinking individuals? Do you want to grow in career you love?

At Align, our professionals are the key to our success. We don’t just hire talent, we invest in exceptional people who are forward-thinking, results-driven, and passionate about what they do. We’re a group of tech-savvy professionals who are motivated by making an impact. Our culture is one of unbounded opportunity that celebrates the passions, skills and ideas of our team—work hard, play hard, be smart!

We believe great communities lead to great companies. That’s why we offer a dynamic workplace where you feel inspired, engaged and innovative. We offer professionals opportunities to train in the leading technologies, make an impact within the industry and acquire valuable new skills whether on client sites or in one of our regional offices.

A rewarding opportunity for a Recent College Graduate of Administrative Professional who can provide communication and organizational skills in a fast paced and rapidly growing corporate environment.

Position Overview 

Align is seeking an experienced, enthusiastic and high-energy administrative assistant with one to two years of relevant experience. The Administrative Assistant will coordinate a variety of logistics for a group of IT Project Managers and Management Executives. Successful candidates will be tasked with assisting in day-to-day operations for the Professional Services Team and Accounting. This person will interface with a variety of company personnel as well as clients, prospects and business partners.

A successful Align candidate will demonstrate initiative and self-direction in fast paced, growth oriented company. This person must have an assertive personality, positive attitude, good sense of humor and enjoy interacting with different personalities. We are seeking an Administrative Assistant with one to two years of experience, but would consider a recent college graduate with the right personality. Experience supporting Information Technology, Architecture or Engineering groups is a plus. Strong organizational skills and the ability to build an effective working relationship with Project Managers is imperative.

• This position will report to our Iselin, NJ office. Some occasional meetings in our New York City office but may occasionally be required.
• This is a full-time position offering full benefits, a competitive salary in the $50 to $60K range depending on experience, paid training and paid time off.

Responsibilities

Administrative

• General Office Management Tasks, such as ordering supplies
• Help plan and coordinate social event with clients and internal teams
• Coordinate meetings as needed (booking conference rooms, teleconferences, catering, etc.)
• Assist with the administration of projects, including acting as scribe and transcribing meeting minutes, making updates to budget and project plans, monitoring job costing sheets, etc.
• Learn to and eventually assist with monthly invoicing and payroll if needed
• Prepare reports, by collecting and analyzing information using Visio, Power Point, Word, Excel, and Access & SharePoint
• Attend meetings and events, take notes, and coordinate follow up activities and deliverables
• Book and coordinate travel arrangements
• Assist with Accounting functions including but not limited to time sheets and invoices
• Update phone lists, company directory and other internal documents

Resource Coordination:

• Assign and schedule work for technicians and keeping track of project hours and allocations
• Vacation, personal day and sick time tracking
• Assist with project start-up - communicate with customers and ensure proper paperwork is in place
• Responsible for the collection, gathering, compiling, updating, and processing of mandatory reports and required information from Align professionals including:
  • Client Billing:  Assist with O/T and Timesheet billing requests forms
  • Project Resourcing: Assist with project details and schedule tracking
  • Expenses:  Assist with employee expense forms, expense justification, customer billable expense back-up, travel approval & input
  • Assist with Resource Utilization Reports

Qualifications

• BA / BS degree is preferred, but not required, and 1+ years of relevant admirative assistance experience is acceptable
• 1 to 2 years of experience providing administrative support in a fast paced work environment
• Superior multi-tasking and organizational skills, must have the ability to manage multiple priorities and deliverables