Administrative Assistant

We are looking for an Administrative Assistant to support post-program administrative and financial closeout activities for a Long-term Contract position based in Morristown, New Jersey (remote opportunity). This role focuses on maintaining accurate records, organizing documentation, reviewing program details for completeness, and coordinating follow-up on payments, receipts, and required files. The ideal candidate is highly detail-oriented, comfortable working across portals and spreadsheets, and able to keep multiple administrative tasks moving efficiently in a fast-paced environment.

Responsibilities:

• Maintain attendee and program records by updating profiles, correcting data, and researching missing information to ensure complete and accurate documentation.

• Enter evaluation details and other required program information into tracking systems and portals in a timely manner.

• Coordinate honorarium and expense-related requests, including gathering supporting documentation and following up on outstanding items.

• Collect payment records such as check stubs and vendor receipts, then organize, upload, and record them in the appropriate systems.

• Review venue and meeting expense documentation for accuracy, escalating calculation questions to Accounting when needed.

• Conduct full program file reviews to confirm budgets, fees, required uploads, and compliance items are complete before final closeout.

• Compare financial records across internal tracking tools and verify that costs and program fees are entered correctly, including ad hoc adjustments when necessary.

• Update logs, checklists, and status fields so reconciliation teams can identify programs that are ready for final processing.

• Provide administrative support for additional non-bureau projects by saving files, entering costs, and recording payment-related information as needed.

Qualifications:

• Prior experience in administrative support, office coordination, or data entry roles.
• Strong attention to detail with the ability to review financial and program information for accuracy.
• Proficiency in entering, organizing, and maintaining records within databases, portals, or office systems.
• Ability to manage multiple tasks involving documentation, follow-up, and status tracking with minimal supervision.
• Comfortable handling expense records, receipts, invoices, and other payment-related paperwork.
• Effective written and verbal communication skills for coordinating with vendors, internal teams, and stakeholders.
• Working knowledge of standard administrative tools such as spreadsheets, email, and document management systems.

Compensation

$23.75-$27.50 Hourly

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