Administrative Specialist

The Site Operations Administrator serves as a trusted partner to the Site Leader and Leadership Team, ensuring seamless day-today operations, coordination of key priorities, and effective communication across the site. This role requires strong organizational skills, attention to detail, and the ability to anticipate needs and follow through with professionalism.

Responsibilities include managing schedules, communications, site events, and cross-functional coordination; handling confidential information; supporting budget and vendor processes; and fostering a positive, efficient workplace for employees and guests.

Success in this role requires dependability, proactive problem solving, and a collaborative mindset. You'll bring energy, judgment, and a service-oriented approach to help create clarity and connection in a fast-paced, growing environment.

Administrative & Organizational Support

* Provide general administrative support to the Site Leader, VP of Operations, Site Leadership Team, and other team members as needed.

Maintain calendars, monitor key deadlines, and anticipate scheduling conflicts.

* Identify urgent tasks and route or manage them appropriately.

* Draft, proofread, and format documents and presentations with strong business writing skills.

* Maintain integrity of electronic document structure for the department.

* Comply with all company policies and procedures.

Meeting & Event Coordination

* Plan and coordinate on-site and off-site meetings, including scheduling, venue selection, contracts, materials preparation, audio/visual setup, and catering needs.

* Support onboarding activities, including site tours, workspace setup, and coordination of trainings for new hires.

* Work closely with site communications and operations teams to ensure smooth guest and visitor experiences.

Travel & Expense Management

* Arrange and manage domestic and international travel, including itineraries, accommodations, and transportation.

* Monitor and process travel or other expense reimbursements in a timely manner.

Project & Process Support

* Track project timelines to ensure on-time completion, anticipating and mitigating issues.

* Suggest and implement process improvements when applicable.

* Coordinate activities across multiple sites

Office & Vendor Management

* Ensure office and site are organized, stocked, and properly maintained.

* Manage payments and invoices from outside vendors.

Work Environment

* This role requires working 100% on-site.

Job Type & Location

This is a Contract position based out of Princeton, NJ.

Pay and Benefits

The pay range for this position is $37.00 - $37.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Princeton,NJ.

Final date to receive applications

This position is anticipated to close on Jan 27, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing due to a disability, please email actalentaccom for other accommodation options.