What are the responsibilities and job description for the Executive Assistant position at Hayward Group NJ?
We are looking for a new executive assistant to support our executive team. The executive assistant will manage most business-related tasks and occasional personal duties with ease and efficiency. To be able to perform this role properly, you should have a detailed understanding of the full Microsoft Office suite, be adept at problem solving and have experience working in a multi-faceted business environment. Must have previous experience as an executive or administrative assistant.
Executive Assistant Responsibilities:
- Act as gatekeeper for executives, normal meet and greet EA role. Ascertain the urgency of the situation and act accordingly with respect to executives’ schedule.
- Ability to maintain professional decorum with all internal and external staff, customers, vendors, and suppliers.
- Preparing reports, memos, letters, and other business documents as needed by executives.
- Answering phones and routing calls to the correct person and provide accurate and legible phone messages.
- Scanning and maintaining filing systems for executives, including confidential corporate and personal records.
- Help prepare for meetings, trade shows, and occasional staff luncheons
- Accurately recording and transcribing minutes from meetings.
- Working knowledge of various software, including word processing, spreadsheets, databases, and presentation software. Ability to quickly learn new software with ease and accuracy.
- Reading and analyzing incoming memos, submissions, and distributing them to the necessary personnel as needed.
- Internet research and creating concise clear reporting.
- Handling travel arrangements for executives and staff, arranging complex itineraries.
- Maintain accurate records for passport renewals and handle all travel visas and requirements for travel both domestic and international
- Maintain all office supplies, printers, inks and office equipment.
- Opening, sorting and distributing mail.
- Handle emails, business correspondence for three executives as needed. .
- Provide general administrative support.
Executive Assistant Requirements:
- Proven experience as an executive assistant or other relevant administrative support experience.
- In-depth understanding of entire MS Office suite.
- Ability to organize a daily workload by priorities.
· Experienced in creating reports, arranging travel accommodations, and extensive calendar management.
- Must be able to meet deadlines in a fast-paced quickly changing environment.
- A proactive approach to problem-solving with strong decision-making skills.
- Professional level verbal and written communications skills.
Hayward Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training
Job Type: Full-time
Benefits:
- Health insurance
- Health savings account
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person