Executive Assistant to CEO

We are looking for a new Executive Assistant to support our executive team. You will manage mostly business related tasks for the team such as creating reports, organizing travel and accommodation, taking minutes, and other organizational tasks. To do this role properly you should have a detailed understanding of the full Microsoft Office suite, be extremely fast at solving problems and have experience as an executive or administration assistant in the past

Executive Assistants may have more responsibilities and confidential duties because they work more closely with upper management.

The Executive Assistant handles clerical tasks and prioritizes correspondence, allowing C-level executives to focus on decision-making and higher-level responsibilities. They also serve as links between the executive and the rest of the staff, contribute to better organization and planning, and help leaders be more effective in their roles.

Executive Assistant duties and responsibilities

• Preparing financial statements, reports, memos, invoices letters, and other documents.
• Answering phones and routing calls to the correct person or taking messages.
• Handling basic bookkeeping tasks.
• Filing and retrieving corporate records, documents, and reports.
• Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives.
• Helping prepare for meetings.
• Accurately recording minutes from meetings.
• Greeting visitors and deciding if they should be able to meet with executives.
• Using various software, including word processing, spreadsheets, databases, and presentation software.
• Reading and analyzing incoming memos, submissions, and distributing them as needed.
• Making travel arrangements for executives.
• Performing office duties that include ordering supplies and managing a records database.
• Experience as a virtual assistant.
• Opening, sorting and distributing incoming faxes, emails, and other correspondence.
• Provide general administrative support.

Executive Assistants are responsible for more than just administrative duties. They also typically filter and prioritize client visits or phone calls, manage the schedules of busy executives and communicate on behalf of the executive they support. Other responsibilities include:

• Providing administrative assistance, such as writing and editing emails, drafting memos and preparing communications on the executive's behalf
• Maintaining comprehensive and accurate corporate records, documents and reports
• Performing minor accounting and bookkeeping duties
• Organizing meetings, including scheduling, sending reminders and organizing catering when necessary
• Answering incoming phone calls in a polite and professional manner and accurately taking messages
• Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department
• Managing the executive's day-to-day calendar, including making appointments and prioritizing the most sensitive matters
• Coordinating travel arrangements (both domestic and international) and create trip itineraries
• Using various software, including word processing, spreadsheets, and presentation software to prepare reports and/or special projects

Executive Assistant skills and qualifications

Effective Executive Assistant candidates should demonstrate particular skills and qualifications. In healthcare would be a plus!

• Time management and ability to meet deadlines
• 2-3 years of administrative assistant experience
• Excellent verbal and written communication skills
• Strong organizational skills and ability to multitask
• Problem-solving and decision making skills
• Ability to act as gatekeeper and escalate relevant information to executives as needed
• Skilled in the use of standard office equipment (e.g., copiers, business telephone systems, projectors, fax machines).
• Ability to work effectively with minimal supervision
• Strong interpersonal skills
• Ability to treat confidential information with appropriate discretion
• Exceptional attention to detail
• Familiarity with Microsoft Office Suite

Certifications, such as the IAAP Certified Administrative Professional (CAP), or completed coursework on administrative and HR software is also recommended.

Job Type: Full-time

Pay: $31,239.00 - $102,655.00 per year

Benefits:

• 401(k)
• Employee discount
• Flexible schedule
• Health insurance
• Health savings account

Schedule:

• 12 hour shift
• 8 hour shift
• Monday to Friday
• Weekends as needed

Education:

• Bachelor's (Preferred)

Experience:

• Microsoft Powerpoint: 1 year (Preferred)
• Administrative Experience: 1 year (Preferred)
• Research: 1 year (Preferred)

Shift availability:

• Day Shift (Preferred)
• Night Shift (Preferred)
• Overnight Shift (Preferred)

Willingness to travel:

• 25% (Preferred)

Work Location: Hybrid remote in New Brunswick, NJ 08901

Salary : $31,239 - $102,655