Description
We are seeking an energetic, proactive, and detail-oriented Administrative Assistant for our Leonardo, NJ office to support a multidisciplinary team that provides engineering, testing and research services.
The qualified candidate will have 1 year of previous experience as an administrative assistant. This position plays a critical role in helping the office run smoothly, supporting daily operations, coordinating logistics, and anticipating team needs in a fast-paced, dynamic environment. This role is ideal for someone eager to grow with the team, who thrives in an environment where no two days are the same.
In addition to core administrative responsibilities, the ideal candidate will have a willingness to learn and contribute to light data entry, Excel tasks, and support internal project tracking or budgeting efforts. This is an introductory-level position, but we welcome candidates with an aptitude for organization, a knack for numbers, and a passion for helping a high-performing technical team stay one step ahead.
This is an on-site position, which does not allow for remote work. Part-time to start with the potential for full-time if determined appropriate.
What you'll do as an Administrative Assistant
Provide administrative support to technical and leadership staff.
Handle front desk duties including:
Answering incoming telephone calls.
Assisting with customer/vendor base access form submittal and tracking.
Greeting, checking-in, and assisting visitors.
Mail, delivery pick up on base and with local vendors.
Assist with meeting coordination:
Schedule meetings, prepare rooms, set up teleconferences, and coordinate refreshments.
Maintain visitor logs and support security protocols.
Manage office supplies and equipment:
Monitor inventory, place orders, and organize supply storage.
Track office purchases and assist with vendor coordination.
Submit, follow-up, and coordinate facility work orders
Support financial and purchasing processes:
Prepare and track documentation for office purchases, credit card transactions, and Accounts Payable
Assist with monthly reconciliation of credit card statements.
Help gather and organize project-related financial documentation, spreadsheets, or logs (light Excel/data entry).
Receive and verify all deliveries.
Support conference and outreach events
Register for conferences, coordinate logistics, and assist with promotional materials.
Distribute and compile customer surveys to clients.
Assist with employee travel coordination
Book travel arrangements for employees.
Process employee travel expense reimbursements in Concur.
Other general administrative duties as assigned.
Administrative Assistant Position Requirements
Must be a US Citizen.
Must be able to obtain a Department of Interior (DoI) security and base clearance.
Must have a valid driver's license.
High School diploma or equivalent required; Associate degree or some college preferred.
1 year of administrative or office related experience.
Strong communication skills, verbal and written, with excellent attention to detail.
Highly organized with the ability to prioritize and juggle multiple tasks.
A self-starter who is comfortable working independently in a growing office.
Process-oriented with the flexibility to adapt to change and shifting priorities.
Basic proficiency in Microsoft Office, especially Word, Excel, Outlook, and PowerPoint.
Familiarity with expense reports, purchasing processes, or light budgeting a plus (but not required).
Must be process oriented and flexible, being able to handle constant change and interruptions with a proven record of increased productivity.
Must be able to utilize resources to meet deadlines.
Strong Interpersonal skills and the ability to work with technical and non-technical team members alike.
Excellent organizational and time management skills.
Discretion and ability to handle confidential information with professionalism.
Administrative Assistant Position Preferences
Experience with SharePoint
Experience with Concur System
Applied Research Associates, Inc. Company Information:
Applied Research Associates, Inc. is an employee-owned international research and engineering company recognized for providing technically superior solutions to complex and challenging problems in the physical sciences. The company, founded in Albuquerque, NM, in 1979, currently employs over 2,300+ professionals and continues to grow. ARA offices throughout the United States and Canada provide a broad range of technical expertise in defense technologies, civil technologies, computer software and simulation, systems analysis, environmental technologies, and testing and measurement. The corporation also provides sophisticated technical products for environmental site characterization, pavement analysis, and robotics.
At ARA, employees are our greatest assets. The corporation realizes that employee ownership spawns greater creativity and initiative along with higher performance and customer satisfaction levels. ARA gives its employees the tools, training, and opportunities to take more active roles as owners. The culture is challenging; innovation and experimentation are the norm. Employees are eligible for contributions which not only add to the company's success, but also their own through the Employee Stock Ownership Plan (ESOP). The motto, "Engineering and Science for Fun and Profit" sums up the ARA experience. For additional information and an opportunity to join this unique workplace, please apply at careers.ara.com.
Qualifications
Behaviors
Required
Team Player: Works well as a member of a group
Dedicated: Devoted to a task or purpose with loyalty or integrity
Enthusiastic: Shows intense and eager enjoyment and interest
Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well
Motivations
Required
Growth Opportunities: Inspired to perform well by the chance to take on more responsibility
Flexibility: Inspired to perform well when granted the ability to set your own schedule and goals
Self-Starter: Inspired to perform without outside help
Education
Preferred
Associates or better
Experience
Required
1 year: Administrative or office related experience
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.
