Administrative Assistant

Job Title: Administrative Assistant

Location: Princeton, NJ

Experience Level: Entry

Schedule: Full time/Part time

Industry: Energy Trading / Hedge Fund

Application Deadline: June 30, 2026

Position Overview

We are a specialized global energy market trading hedge fund. Our team is lean, collaborative, and fast-moving, with a strong emphasis on professionalism, discretion, and operational excellence. We are seeking a highly organized, reliable, and detail-oriented Administrative Assistant to provide comprehensive office administration, human resources support, and front desk reception. This role is essential to ensuring smooth day-to-day operations, creating a professional and welcoming environment for visitors and staff, coordinating internal events, and supporting key HR processes. The ideal candidate is proactive, polished, reliable, and comfortable managing multiple priorities in a fast-paced professional environment.

Key Responsibilities

Office Administration

• Manage general office operations, including supplies, vendors, mail, and facilities coordination
• Support meeting logistics, calendar coordination, and internal communications
• Assist with internal event coordination, including anniversaries, outings, sports activities, and the annual Christmas party
• Assist with expense tracking, and reimbursement documentation as needed
• Coordinate with building management, vendors, and service providers to address office maintenance and operational needs

Human Resources Support

• Assist with onboarding and offboarding processes, including documentation, scheduling, coordination, and system access
• Assist payroll coordination, benefits administration, and HR compliance tasks
• Help coordinate recruiting logistics, including interview scheduling and candidate communication
• Assist with preparation and organization of HR-related forms, files, and internal documentation

Front Desk & Reception

• Serve as the first point of contact for visitors, guests, service providers, and internal staff
• Greet visitors professionally and ensure a welcoming front desk experience
• Answer, screen, and direct phone calls and general inquiries as appropriate
• Manage visitor sign-in procedures and coordinate guest access in accordance with office policies
• Maintain the reception area and shared office spaces in a neat, organized, and professional condition
• Coordinate incoming and outgoing mail, deliveries, packages, and courier services
• Support meeting room preparation, including scheduling, setup, refreshments, and cleanup as needed

Qualifications

• Entry-level candidates with strong organizational skills and professionalism are strongly encouraged to apply
• Prior experience in an administrative assistant, receptionist, office coordinator, or similar role is preferred but not required
• Strong organizational skills with the ability to manage multiple tasks and deadlines
• High attention to detail and strong follow-through
• Excellent written and verbal communication skills
• Professional demeanor and strong interpersonal skills
• Proficiency with standard office software, including Microsoft Office and/or Google Workspace
• Comfort learning new systems and office tools
• Ability to work independently and manage multiple priorities in a small-team environment
• Ability to handle confidential information with discretion and professionalism
• Reliable, punctual, proactive, and service-oriented

What We Offer

• Competitive compensation based on experience
• Full-time schedule in a professional office environment
• Exposure to a specialized energy trading and investment environment
• Opportunity to grow responsibilities over time for the right candidate.