Administrative Coordinator

Job Description: Temporary Administrative Assistant to People Leader

Location: Princeton, NJ 08540

Position Type: Temporary (Start ASAP, End November 19, 2025)

Schedule: Monday – Friday, 9:00 AM – 3:45 PM (30-hour work week, flexible hours)

Work Arrangement: Hybrid (minimum 3 days onsite, Monday – Thursday)

Wage: $34/hour

Position Overview

We are seeking a polished and articulate Temporary Administrative Assistant to support the Foundation Services unit in our Princeton, NJ office. This role provides critical administrative support to unit leadership, managing day-to-day activities, meeting planning, and event coordination. The ideal candidate is a proactive multitasker with strong organizational skills and a commitment to fostering an inclusive environment. Candidates must achieve 80% or higher on proficiency tests for Microsoft Outlook, Word, and Excel.

Key Responsibilities

• Support unit leadership with daily tasks, including scheduling meetings and managing multiple calendars.

• Plan and execute staff events and meetings, creating agendas, taking notes, and ensuring follow-up on action items.

• Coordinate team-based activities, ensuring effective communication and follow-through.

• Book travel arrangements and prepare/submit expense reports.

• Reconcile invoices and prepare them for payment processing.

• Organize and maintain department electronic files and contracts.

• Serve as a professional point of contact, representing the organization with strong customer service.

• Use Microsoft 365 (Outlook, Word, Excel) and Zoom for meeting and project coordination.

• Handle light physical tasks, such as lifting objects up to 10–15 pounds.

Qualifications

• Minimum of 2 years of office coordination or administrative experience; meeting planning experience preferred.

• High School Diploma required; college coursework preferred.

• Proficiency in Microsoft 365 (Outlook, Word, Excel) with test scores of 80% or higher; familiarity with Zoom and general technology systems.

• Strong verbal and written communication skills; note-taking experience a plus.

• Excellent organizational, multitasking, and problem-solving skills with attention to detail.

• Commitment to racial and health equity, with experience fostering inclusive environments.

• Ability to work collaboratively with diverse teams and external stakeholders.

• Basic project management skills and a customer service-oriented approach.

• Ability to lift 10–15 pounds and work onsite in Princeton, NJ for at least 3 days per week (Monday–Thursday).

Working Conditions

• Perform duties in a standard office environment with moderate physical activity (e.g., lifting up to 15 pounds, standing/walking for 2 hours).

• Attend meetings onsite, via phone, or videoconference; occasional evening hours with advance notice.

• Hybrid schedule with a minimum of 3 days onsite (Monday–Thursday); 30-hour work week with flexibility.

Join a mission-driven team dedicated to health equity and inclusion. This role offers an opportunity to contribute to impactful work while supporting a dynamic leadership team in a professional, collaborative environment.