Administrative Assistant

Description

We are looking for a detail-oriented Administrative Assistant to support program closeout activities and day-to-day administrative coordination for a Contract position based in New Jersey. This role focuses on maintaining accurate records, organizing financial and program documentation, and ensuring required information is completed within internal portals. The ideal candidate is comfortable handling data entry, document tracking, expense-related tasks, and cross-checking details to help keep projects organized and ready for final review.

Responsibilities:

- Maintain and update attendee and profile records by entering new details, correcting inaccuracies, and researching missing information in internal systems.

- Enter evaluation data and other required program information into designated portals with a high level of accuracy and completeness.

- Coordinate requests for honoraria and support the submission and follow-up of expense-related items for meetings and programs.

- Collect payment documentation such as check stubs, save and upload files, and record transaction details in the appropriate systems.

- Follow up with vendors to obtain missing receipts and organize supporting documents for program and financial records.

- Review venue and program expenses, confirm supporting information is complete, and escalate mathematical discrepancies to Accounting when needed.

- Audit program records in internal portals by comparing financial details, validating fees, confirming required files are uploaded, and checking that activities remain within budget guidelines.

- Update logs, checklist pages, and status fields to reflect complete and accurate closeout information and prepare programs for reconciliation review.

- Provide administrative support for additional non-bureau projects by uploading meeting documentation, entering costs, and processing related payment and expense requests as needed.

Requirements - Experience in administrative support, office coordination, or a similar assistant role.

- Strong data entry skills with careful attention to accuracy and detail.

- Ability to organize receipts, invoices, financial records, and other documentation in a structured manner.

- Comfortable working in web-based systems or internal portals to update records and track information.

- Ability to manage multiple tasks, follow up on missing items, and meet deadlines in a fast-paced environment.

- Clear and detail-focused communication skills for coordinating with vendors, internal teams, and program stakeholders.

- Proficiency with general administrative duties, including document handling, record maintenance, and basic financial tracking. Talent Match®

Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app ()  and get 1-tap apply, notifications of AI-matched jobs, and much more.

All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit  for more information.

© 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use ()  and Privacy Notice () .