Overview
Administrative Assistant Jobs in Whippany, NJ at Hays
Title: Administrative Assistant
Company: Hays
Location: Whippany, NJ
Job Tile: Administrative Assistant
Pay Rate: Up to $20/hour
Location: Whippany, NJ (Hybrid – 3 days/week in office)
Work Schedule: Standard business hours
Role Overview
The Administrative Assistant will support the Investment Operations function by managing the end‑to‑end documentation lifecycle for assets contributed to reinsurance trust accounts. This role works closely with Legal, Investment Operations, Custody teams, and external service providers to ensure documentation is accurately prepared, executed, tracked, and delivered across multiple trust bank accounts and asset classes.
Key Responsibilities
Manage and track all documentation related to assets contributed to reinsurance trust accounts
Coordinate document preparation, internal execution, mailing, tracking, and final delivery to custodial banks
Partner with Legal, Investment Operations, Custody teams, and external vendors to ensure timely and accurate completion of documentation
Review asset‑specific documentation requirements and determine appropriate documentation based on asset class (processes are well documented)
Maintain detailed logs and tracking to ensure documentation is fully executed and received by the bank
Follow established controls and documentation standards across multiple trusts and portfolios
Required Qualifications
Strong document management and organizational discipline
Experience coordinating, tracking, and following up on documentation within a financial services or investment environment
Ability to work effectively across multiple stakeholders and teams
High attention to detail with the ability to manage multiple items simultaneously
Strong communication skills (written and verbal)
Preferred Experience
Exposure to investment operations, custody, asset management, or banking environments
Experience working with legally required or regulated documentation
Comfort working within structured, process‑driven workflows
Why This Role
This is an excellent opportunity for someone who enjoys structured, detail‑oriented work and wants exposure to investment operations and regulated financial documentation in a collaborative, hybrid environment.
