Executive Assistant - Parsippany, NJ

 

 

Job ID:  497858

 

Safety, Integrity, Quality are the foundation or core values on which Tilcon New York Inc., a CRH company operates.  Located in New York and New Jersey, Tilcon New York Inc. is an integrated materials company with multiple quarry locations, water terminals, heavy highway construction division, asphalt and recycle plants.  Tilcon manufactures sells and ships, made in the USA, products of crushed stone, asphalt, sand, gravel and recycled materials throughout New York, New Jersey, and some areas of Pennsylvania.  Growth opportunity, professional development and a culture of support and resources are provided to each employee for their personal growth and success within Tilcon New York Inc., and CRH.

 

Position Overview

Tilcon NY is seeking an Executive Assistant who will play a critical role in supporting our Executive Team and corporate headquarters.  In this role, you will support senior management with administrative tasks, such as managing schedules, handling correspondence, organizing meetings, and maintaining records as well as supporting effective communication within the team. The ideal candidate must have strong written and verbal communication, administrative, and organizational skills, and be able work with a high level of confidentiality.

 

Roles and Responsibilities

(Essential Duties and Functions)

• Act as the point of contact between executive team and internal/external clients.
• Undertake the tasks of receiving calls, take messages and routing correspondence.
• Handle requests and queries appropriately.
• Organize on and off-site meeting planning for executive team or larger events – including catering, agenda, facilities, communications.
• Produce reports, presentations and briefs.
• Manage the calendars of the executive team as needed with a high level of detail, using a collaborative process for eliminating conflicts and prioritizing the most critical engagement.
• Support with e-mails on behalf of the President, providing high level administrative tasks including drafting e-mails.
• Take and distribute clear and comprehensive notes in all meetings, proactively delegate and schedule follow ups from meetings and direction from the company president.
• Organize meetings, including booking conference room space, ordering catering, organizing and facilitating agendas, preparing materials, and ensuring the availability of attendees.

• Coordinate both domestic and international travel arrangements ensuring tight schedules and well-articulated itineraries. (flights, hotels, car reservations & restaurant reservations

• Prepares and processes requisitions and check requests on a timely basis and in accordance with agency procedure.
• Accurately prepares and processes expense reports for the executive team.
• Maintains professional demeanor in dealing with critical/confidential information; restricts discussion/knowledge of activity to a “need to know” basis.
• Order office supplies and food for Executives and office meetings.
• Role may require occasional overnight travel for events.
• Support event planning for internal events and manage tickets for external events for employees.
• Special projects/assignments
• Interact with high-level executive and executive assistants across the greater CRH organization.
• Support and achieve alignment for community outreach programs, including charitable donations and sponsorship requests.
• Support company store including order and delivery of company branded items, as requested/needed.
• Lead as office manager including some facilities management functions.
• Help with company award programs.
• General office duties.
• Assists other departments as requested or assigned.
• Regular and timely attendance is required.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

 

Education/Experience

Required

• High School diploma or General Education Degree (GED) with 5+ years of practical work experience.
• Any equivalent combination of experience and training that provides the preferred knowledge, skills and abilities.

 

Knowledge/Skill Requirements

• Strong communication skills, both written and verbal.
• Highly ethical, accountable, and able to maintain confidentiality at all times.
• Attention to detail and accuracy in all work performed.
• Knowledge of office procedures and phone systems.
• Proficient in Microsoft Office and Outlook
• Professional demeanor with the ability to interact with individuals at all levels of the organization