Executive Assistant - 22-158
Hybrid - Northern New Jersey
Description

The Executive Assistant supports C- Level Executives, various Vice President’s and requires experience working for organizations and leaders where a sense of urgency, discretion, and security with information is critical. Duties include scheduling and coordinating all required resources for meetings, submitting expense reports, making travel arrangements, assisting at local/internal conferences, and managing confidential information in a professional manner. Will also be required to work on special projects and handle additional administrative tasks as appropriate. This is a Hybrid position – Northern New Jersey.


Responsibilities: 

  • Maintains C-Level Executive’s and various VP’s calendar(s) via Outlook, which includes coordinating and planning
  • Scheduling large scale meetings. Scheduling various internal and external meetings and appointments
  • Manages, coordinates, and schedules travel-related activities, such as hotel reservations, transportation, meal planning, and meetings
  • Prepares, submits, and completes expense reports in a timely manner
  • Organizes team communications and plans events, both internally and offsite
  • Assists with various other administrative activities as needed
  • Provisioning
  • Organizing and setting up workspaces
  • Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Requirements
  • Seasoned professional assistant experience gained through 8-10 years of supporting a variety of executive levels, management level and administrative support within an organization
  • 25% travel is required
  • Experience working across different time zones 
  • Advanced proficiency skills in Microsoft Outlook focused on scheduling
  • Ability to organize a daily workload by priorities
  • Experience processing and the management of travel & expenses
  • Proven ability to organize and schedule small to large meetings
  • Excellent writing, editing, and verbal communication skills
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • A highly resourceful team player who is proactive, flexible, results-oriented, and comfortable in a rapidly changing environment
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of customer/client service and response
  • Experience with time and project management