Administrative Associate Jobs in East Rutherford, NJ

The Administrative Associate provides comprehensive administrative support to the Senior Vice President (SVP), Global Planning, Operations and Strategic Initiatives and the Global Enterprise Integration (GEI) and International Offices Divisions. The Administrative Associate acts as a critical operational anchor, managing complex schedules, handling international travel logistics, facilitating regular divisional meetings, and supporting the fiscal and organizational health of the GEI and International Offices Divisions. The Administrative Associate's primary priority is supporting the SVP, with secondary administrative support extended to the division's Vice Presidents (Operations, Strategic Initiatives, and Information Technology) as capacity allows.

This is a full-time position based in our New York office, where a hybrid, 2-day-per-week office schedule is in place. Normal working hours will be from 8am to 4.30 pm to support the SVP's work schedule. We offer highly competitive compensation and comprehensive benefits. The salary range for this position is $60,000 to $70,000 USD.

Duties and Responsibilities:

Calendar Management - Proactively manage, maintain, and optimize the daily calendar of the SVP, Global Planning, Operations and Strategic Initiatives.

· Evaluate the priority of meeting requests, resolve scheduling conflicts smoothly, and safeguard the SVP's time to ensure alignment with strategic priorities.

Travel Planning & Trip Preparation - Coordinate comprehensive domestic and international travel logistics, including flights, lodging, local transit, and expense reimbursement requests.

· Develop detailed, seamless itineraries and compile necessary briefing materials, background documentation, and visas prior to departure.

Divisional Budget Management - Support management of the budget for the Global Enterprise Integration division and processes related to budgets of International Offices.

· Track expenses, process invoices, monitor monthly variances, and coordinate with the Finance Department to ensure accurate allocation and fiscal responsibility.

Knowledge Management and Document Control - Maintain and organize a repository for core divisional documents, reports, and critical milestones, supporting the division's broader knowledge management practices, e.g. maintaining the Divisional sharepoint site.

· Ensure all team deliverables and institutional knowledge are tracked, filed, and easily accessible to relevant internal stakeholders while strictly maintaining the confidentiality of sensitive data.

· Support the ongoing evolution of the division's knowledge management systems and practices, including contributing to initiatives such as Vital Pulse 2.0.

Meeting Planning and Management - Lead the coordination of regular divisional meetings, managing room bookings, technical setups, and attendee invites.

· Collaborate with the SVP to draft structured agendas, collate presentation decks, distribute material packs in advance, and log clear action points for post-meeting follow-up.

Team Support - Support onboarding logistics for new GEI Division hires, including liaising with HR, welcome scheduling, and system access and equipment coordination.

· Manage and coordinate procurement processes (e.g., consultant contracts, vendor agreements) on behalf of the Division

· Provide ad hoc backup support to the Office of the President, covering essential administrative functions in the Executive Assistant's absence, as coordinated with the Chief of Staff.

· Provide ad hoc administrative support for the Office of Global Innovation.

· Perform other duties as assigned, consistent with the scope and level of this role.

Growth Opportunities:

· Exposure to cross-divisional operational initiatives, including country registration tracking, governance and policy administration, and Board Ad Hoc Committee logistics.

· Rotational exposure to divisional initiatives, such as the Vital Pulse 2.0 knowledge management workstream or the Grants and Contracts incubation, with increasing ownership over time.

· Periodic inclusion in select leadership-level discussions, providing visibility into executive decision-making and division strategy beyond logistics support.

· Regular development check-ins with the SVP focused on skill-building and career goals, separate from standard performance review.

· Direct liaison with country directors and regional staff, building a global network and cross-time-zone coordination experience.

Qualifications:

Education - Bachelor's degree preferred

Skills and Abilities - Excellent organizational, time management skills and attention to detail; Proven ability to manage multiple ongoing tasks; Strong interpersonal skills with the ability to work with remote members of the team; Ability to prioritize tasks and work efficiently; Demonstrated sensitivity in handling confidential information; Comfort and curiosity in adopting AI and emerging productivity tools to enhance administrative efficiency; Excellent computer skills; proficient user of Microsoft Office suite; Willingness and ability to work across different time zones; A global outlook with a keen interest in current global affairs; Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment; Comfortable liaising with senior executives, international staff and external vendors on behalf of the division.

Experience - Required: Minimum three years of professional work experience. Preferred: At least one year of working experience in public health with an international non-profit; Experience working collaboratively and remotely with internal and external team members to provide administrative support in a timely manner; Experience working with senior management and with sensitive information; Recent experience using platforms such as Monday and Microsoft Teams.

Working Conditions and Physical Requirements - Limited work-related travel based on division needs.