Administrative Assistant- Hybrid, Jersey City, NJ

Marketing Statement:

Tokio Marine North America Services (TMNAS) provides professional support services to Tokio Marine Group companies in the United States, including Tokio Marine America, First Insurance Company of Hawaii, and Philadelphia Insurance Companies. Customer service is our focus and our passion! Tokio Marine North America Services adds value in all that we do, providing the best professional service to our business partners, allowing them to achieve their goals. Our talented team delivers actuarial, audit, corporate communications, financial and investment, human capital services, information technology, legal, and payroll expertise to our customers.

Job Summary
The Administrative Assistant provides administrative, operational, and coordination support to the Corporate Facilities team. This role supports day-to-day facilities operations, service request intake and routing, documentation management, and internal communications related to workplace services and space projects. Provides support for vendor coordination activities in collaboration with the Facilities Office Assistant, ensuring continuity of services and coverage of key responsibilities. The role requires strong organizational skills, comfort working in a ticket-based environment, and the ability to support multiple locations and priorities with professionalism and discretion.

This role is hybrid. The schedule will be 4 days in the office and 1 day WFH, which will be on Friday.

Essential Job Functions

• Serve as an administrative and operational support resource for the Facilities team, supporting multiple leaders and projects simultaneously
• Coordinate and manage Facilities-related service requests, including routing, tracking, and follow-up using ServiceNow or similar ticketing platforms
• Support office operations by assisting with facilities service requests and workplace needs in coordination with Facilities leadership
• Support vendor coordination activities in collaboration with the Facilities Office Assistant, ensuring continuity of service
• Assist with scheduling meetings, coordinating calendars, and supporting Facilities-related meetings and site activities
• Prepare, format, and distribute internal communications, reports, and correspondence related to facilities operations and projects
• Maintain departmental documentation, files, and reference materials on SharePoint, ensuring version control and organization
• Assist with office leasing, relocation, renovation, and decommissioning projects by supporting administrative activities and internal communications
• Order and track office and facilities-related supplies as requested
• Submit and reconcile expense reports related to Facilities operations
• Maintain contact lists for internal stakeholders and facilities-related contacts
• Provide professional front-line support to visitors and employees as needed

Qualifications

• High school diploma or equivalent required
• Superior knowledge of Excel
• Associate’s or Bachelor’s degree preferred
• 1–3 years of administrative or operations support experience in a medium to large corporate environment
• Experience working with calendar scheduling, expense reporting, and departmental coordination
• Demonstrated ability to learn and effectively use business systems and tools (e.g., Outlook, Word, Excel, PowerPoint, SharePoint, ServiceNow)
• Strong written and verbal communication skills
• High level of professionalism with the ability to handle confidential and sensitive information
• Strong organizational skills with the ability to prioritize and manage competing requests
• Strong customer service mindset and collaborative working style
• Excellent attention to detail and follow-through
• Comfortable working in a fast-paced, team-oriented, service-focused environment

Salary range $53,000-63,000. Ultimate salary offered will be based on factors such as applicant experience and geographic location. Our company offers a competitive benefits package and bonus eligibility on top of base.

EEO Statement:

Tokio Marine Group of Companies (including, but not limited to the Philadelphia Insurance Companies, Tokio Marine America, Inc., TMNA Services, LLC, TM Claims Service, Inc. and First Insurance Company of Hawaii, Ltd.) is an Equal Opportunity Employer. In order to remain competitive we must attract, develop, motivate, and retain the most qualified employees regardless of age, color, race, religion, gender, disability, national or ethnic origin, family circumstances, life experiences, marital status, military status,  sexual orientation and/or any other status protected by law.