Executive Assistant

Job Title: Executive Assistant

Location: Newark, NJ (Hybrid)

Work schedule: Normal business hours Monday-Friday

Job Description / Justification:

We are currently searching for a proactive Executive Assistant with a proven track record in efficiently managing administrative tasks, coordinating executive schedules, and facilitating seamless communication within high-paced environments. Demonstrated ability to handle confidential information with discretion and contribute to executive effectiveness by ensuring smooth daily operations. This is an exciting opportunity for a detailed-oriented, analytical and a strategic thinker.

Responsibilities:

• Manage and coordinate the CEO’s schedule, including meetings, appointments, and travel arrangements.
• Screen and prioritize emails, calls, and correspondence for the executive’s attention.
• Prepare and edit reports, presentations, and other documents for executive review.
• Act as a liaison between the executive and internal/external stakeholders.
• Conduct research and gather information to support decision making processes.
• Handle confidential and sensitive information with discretion and professionalism.
• Organize and facilitate internal and external meetings, ensuring timely communication and follow-up.
• Draft and review communications, including emails, memos and reports, as needed.
• Maintain organized filing systems and ensure efficient document management.
• Handle administrative tasks such as expense tracking/reporting, invoice processing, and supply management.
• Anticipate the needs of the CEO and proactively address potential issues.
• Assist in special projects and initiatives as directed by the CEO.
• Serve as a point of contact for the CEO’s office, providing excellent customer service.
• Stay updated on industry trends and organizational priorities to enhance support provided to the executive.
• Help coordinate business-wide procedures and work to improve existing processes for maximum clarity, efficiency, and success.
• Attend client meetings with and behalf of the CEO, as needed.

Knowledge, Skills and Qualifications:

• Bachelor’s degree in business administration or related field preferred.
• Proven experience as an executive assistant.
• Strong verbal and written communication skills are crucial for collaborating with remote team members, supervisor, and external stakeholders.
• Proficient in relevant technology and tools such as Microsoft Office Suite, Asana, Slack, Calendly, etc.
• Demonstrate a high level of confidentiality, professional maturity, emotional intelligent and be solutions oriented.
• Ability to maintain a polished and composed demeanor in all interactions with the ability to handle sensitive information with confidentiality and discretion.
• Flexibility to adjust to changing priorities and dynamic work environments with the ability to proactively identify and resolve issues independently.
• Ability to work seamlessly with diverse teams and stakeholders and respond to the needs and concerns of others.
• Effectively manage time and resources to meet deadlines and take proactive steps to anticipate needs and provide support.
• Awareness and respect for diverse perspectives and backgrounds and understand social dynamics and adapt communication accordingly.
• Understanding of business etiquette and protocols.
• Strong organizational skills for managing tasks and priorities efficiently paying attention to the finer points to ensure accuracy and quality.

Resourcefulness in finding solutions and information