Administrative Assistant - Executive

Job Title: Executive Assistant to the CFO
Location: Secaucus, NJ
Reports To: Chief Financial Officer (CFO)
Employment Type: Full-Time, in office 9 am- 6 pm (Can be flexible on timings)


Position Overview:
We are seeking a highly organized and detail-oriented Executive Assistant to support our CFO in managing both personal and professional tasks. This role requires a proactive individual with excellent time management skills, the ability to handle confidential information, and strong communication abilities. The ideal candidate will have a solid understanding of contracts and legal terminology, preferably with a background in law or as a paralegal, to assist with contract reviews. Additionally, this person will be expected to support the HR department in various administrative capacities.


Key Responsibilities:
• CFO Schedule Management:
◦ Proactively manage and organize the CFO's calendar, scheduling meetings, appointments.
◦ Ensure the CFO’s day is efficiently planned, providing timely reminders and preparing necessary materials for meetings.
• Personal Assistance:
◦ Assist the CFO with personal tasks and errands as needed to ensure their time is optimized for business needs.
• Contract Review & Commentary:
◦ Assist in reviewing and commenting on contracts, offering insights into key clauses and terms.
◦ Collaborate with legal teams to ensure contract compliance and mitigate risks.
◦ If applicable, work with external legal teams to clarify contract language or negotiate terms on behalf of the CFO.
• HR Support:
◦ Provide administrative support to the HR department, including scheduling interviews, assisting with onboarding, and maintaining employee records.
◦ Help with HR-related communications and documentation.
• General Administrative Support:
◦ Handle correspondence on behalf of the CFO, including emails, phone calls, and other communication channels.
◦ Prepare reports, presentations, and other documents as required by the CFO.
◦ Assist with projects and ad-hoc tasks that require attention to detail and organizational skills.
◦ Meeting preparation—creating meeting agendas, taking meeting notes, following up on action items, creating decks for meetings and anything else requires.


Qualifications:
• Education:
◦ Bachelor's degree or equivalent experience.
◦ Paralegal certification or experience in contract law is preferred.
• Experience:
◦ 3+ years of experience
◦ Experience in contract review and understanding of legal terms and concepts is highly preferred.
◦ Familiarity with HR processes and administration is a plus.
• Skills & Abilities:
◦ Exceptional attention to detail and strong organizational skills.
◦ Strong written and verbal communication skills.
◦ Ability to manage multiple tasks and prioritize effectively.
◦ Proficiency with office software (e.g., Microsoft Office Suite) and scheduling tools (e.g., Outlook, Google Calendar).
◦ Discretion and the ability to handle sensitive information with confidentiality.
◦ Ability to work independently and as part of a team.


Additional Requirements:
• Must be able to manage competing demands and remain calm under pressure.
• Strong problem-solving skills and the ability to take initiative.
• Ability to learn quickly and adapt to new challenges.