Administrative Assistant & Constituent Services Aide

The hiring salary typically is between $78,994 and $90,560 p/year.

New Jersey State Senate district office seeks a dedicated, self-driven, organized, intelligent assistant with extreme attention to detail, a razor‑sharp memory, and an ability to handle a broad range of duties in a fast‑paced, challenging environment. Candidate must exercise considerable discretion and good judgment, as well as the ability to interface and work with senior level government and business leaders and their offices.

The ideal candidate must be experienced in handling a wide range of administrative and related tasks and be able to work independently and confidently under pressure.

• Coordinate, organize, and proactively maintain calendars, including scheduling meetings across multiple time zones, using a high level of tact and discretion.
• Focus on ensuring prioritization of objectives and key deliverables including handling logistics, anticipating technology needs, preparing materials (agendas, pre‑reading, biographical information on attendees), and tracking attendees.
• Proactively monitor calendars for conflicts or reprioritization, keeping the legislator constantly informed of upcoming commitments and responsibilities, and making adjustments as necessary.
• Manage and prioritize the Senator’s task list and constantly remind him of same.
• Manage and file correspondences and other physical and electronic documents.
• Contact management, coordination of e‑mail distribution lists, and draft correspondences for mass distribution.
• Office management (manage daily operations of legislative district office).
• Coordinating travel arrangements and logistics (flights, hotel, rental car, and other travel‑related needs).
• Expense coordination for official travel and light accounting/budgeting.
• Independently author (and work with other staff to prepare and proofread) professional e‑mails and correspondences, press releases, speeches, memoranda, etc.
• Constituent services: meet with constituents and help resolve their problems by liaising with municipal, county, state, and federal agencies, federal lawmakers, nonprofits, private sector businesses, etc.
• Effectively respond to questions and concerns submitted by constituents, media, etc.
• Facilitate and coordinate communication between the Senator and other legislators, State officials, stakeholders, and constituents in connection with the drafting and advancement of legislation.
• Assist other staff in supervising interns/externs.
• Managing procurement of office supplies and other office needs.
• Other duties commensurate with both an executive/personal assistant role and legislative aide or quasi‑paralegal role.

• Prior executive assistant, Legislative, government affairs, constituent relations or paralegal experience.
• Primary office is located in Jersey City. Residency in Hudson County or willingness to move there is encouraged.
• Ability to exercise professional judgment and maintain strict confidentiality.
• Attention to detail and excellent memory retention.
• Self‑starter with strong work ethic. Ability to achieve equally high productivity during busy periods and periods of “downtime” by being self‑driven and intuitive.
• Ability to work both independently and cooperatively.
• Possess personal qualities of integrity, credibility, and desire to embrace a fast‑paced, high‑volume environment that requires multitasking while adhering to deadlines, and concurrent management of projects, relationships, and all correspondence.
• Highly effective writer. Excellent spelling and grammar a must.
• Strong oral communication and interpersonal skills.
• Strong computer skills with a high WPM typing rate essential along with an excellent command of grammar and spelling.
• Microsoft Office (all programs, especially Outlook/Exchange server, Word, and Excel) and Google Calendar and similar calendar and contact management programs.
• Exceptional research skills using the Internet and other tools.
• Experience and/or ability to work with public officials, constituents, and media.
• Skills of persuasion.
• Ability to research and analyze relevant constituent issues, track legislation, and prepare briefings and materials for the…