Executive Assistant to CEO/COO

The ideal teammate would be…

A multiple hat-wearing Executive Assistant & Paralegal ninja that can juggle different tasks simultaneously while maintaining composure. Additionally, you are strategically and meticulously organized with strong attention to detail and can collaborate effectively with outside counsel while streamlining the schedules of our CEO and COO.

This position will be required to work out of our Jersey City office; this is not a remote role.

In this role as EA/Paralegal to CEO/COO, you will:

• Make everything easier. Your job is to ensure the offices of our CEO and COO run seamlessly; your work will help the company and the Execs to achieve the collective business goals across our entire brand portfolio. You will learn the day-to-day quickly and be able to anticipate what's next to come. While you might not actually be a mind-reader, you have the ability to predict outcomes and manage expectations according to priorities.
• Provide administrative support to the CEO and COO for calendar management. You will essentially serve as a gatekeeper to any Execs.
• Review all emails and prioritize key tasks. Keep the focus on important activities and deadlines. Keep the inbox manageable.
• Manage travel (domestic and international), heavy calendaring, be responsible for travel & expense reporting
• Read, research, and route correspondence; draft and proofread letters and documents; collect and analyze information; initiate telecommunications.
• Understand business priorities to be able to act on behalf of the CEO and COO when traveling for meetings and supply responses to basic inquiries.
• Compose announcements and general company communications.
• Manage scheduling and itinerary of all external visitors. Assist in planning events, dinners, logistics, hotel accommodations and transportation arrangements. Prepare and maintain presentations for both internal and external visitors.
• Manage special events - planning, procurement, negotiating, delegating, coordination, budgeting, expenditure tracking, vendor selection, catering, notification and scheduling of staff.
• Development of staff engagement initiatives in conjunction with human resources.
• Conduct project management as assigned. Planning, coordinating and evaluating project activities. Contributing information and recommendations to strategic plans.
• Maintain employee confidence and protect operations by keeping information confidential.
• Organize and maintain documents related to completed and ongoing legal matters
• Function as the conduit to all external legal providers for the company
• Ensure timely completion of filing deadlines for IP and patent-related matters
  
  

Would you describe yourself as someone who has:

• Proven office management, administrative, or assistant experience
• Strong calendaring skills for multiple executives
• Knowledge of office management responsibilities, systems, and procedures
• Excellent time management skills, ability to multitask and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in Microsoft Office, including Excel and Outlook
• Proficient with travel coordination and expense reporting
• Knowledge of accounting, data, and administrative management practices and procedures
• Knowledge of clerical practices and procedures
• Knowledge of human resources management practices and procedures
• Knowledge of business and management principles
  
  

In addition to amazing teammates, we also offer:

• Company contribution towards you and your family's full health benefits package with a choice of different plans/options
• Paid time off that increases over time
• Paid holidays
• Office café
• Open concept creative office spaces
• Employee discount on our products
• Company contribution toward Commuter Benefits
  
  

Salary $65,000-$75,000