Administrative Assistant- Financial and Office Support

The Administrative Assistant plays a key role for Creative Aging, LLC (a subsidiary of The Foundation for Healthier West Orange) supporting maturing adults with social, arts, educational, wellbeing and wellness programs to help them thrive at home and stay engaged in the West Orange community. Central to this work is supporting our team with financial data compilation, analysis, and reporting, as well as general office administrative duties. The ideal candidate will have a knack for numbers, excellent communication skills, and the ability to multitask in a fast-paced environment. This position requires strong interpersonal skills, logistics, and organizational abilities.

Key Responsibilities

Financial Support:

• Compile, organize, and maintain financial data for reporting purposes.
• Assist in preparing and analyzing financial reports, budgets, and forecasts.
• Reconcile discrepancies in financial records and provide solutions.
• Maintain accurate records of invoices, receipts, and other financial documents.
• Collaborate with the finance team to ensure timely submission of reports.

Membership Program Support:

• Maintain and update membership databases, ensuring accurate and up-to-date records.
• Assist with membership renewals, invoicing, and tracking payments.
• Prepare reports on membership trends, revenue, and other key performance indicators.
• Respond to member inquiries via phone, email, and in-person, providing excellent customer service.

Administrative Support:

• Perform general office duties, including answering phones, managing correspondence, and maintaining filing systems.
• Schedule meetings, manage calendars, and coordinate travel arrangements.
• Order and maintain office supplies, ensuring resources are stocked and available.
• Assist in preparing presentations, documents, and other materials as needed.
• Support the onboarding process for new hires, including preparing necessary documentation.

Data Management:

• Input and update data in company systems with precision and confidentiality.
• Generate and distribute reports as required.
• Maintain a system for organizing and storing both physical and digital files.

Communication and Coordination:

• Act as a point of contact between departments to ensure smooth communication.
• Coordinate with external vendors and service providers as necessary.
• Address inquiries from internal and external stakeholders professionally.

Qualifications:

• Education: Bachelor’s degree in business, finance, or a related field preferred.
• Experience: Proven experience in an administrative or financial support role.
• Skills:
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and financial software.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Attention to detail and a high level of accuracy.
• Ability to handle sensitive information with confidentiality.

Work Environment:

• Office-based role with occasional opportunities for remote work.
• Collaborative team environment with opportunities for professional growth.

BENEFITS:

Full-time employees of Creative Aging, LLC are eligible to participate in several company-sponsored benefits subject to the applicable plan documents and policies, which may be subject to change from time to time.

Job Type: Full-time

Pay: $40,000.00 per year

Schedule:

• 8 hour shift

Work Location: In person

Salary : $40,000