Executive Administrative Assistant (NJUS)

Purpose of Position

The primary function of the Executive Administrative Assistant is to perform administrative support tasks for and act as a key partner to the Executive Management Team members. The Executive Administrative Assistant must be a confident and responsible team player who is enthusiastic about multi-tasking and managing a wide range of responsibilities.  

Tasks and Responsibilities

• Manage complex calendars: plan and schedule internal and external meetings and coordinate meeting space. 
• Compose correspondence and prepare agendas. 
• Schedule private and commercial flights, ground transportation, and hotel.  
• Plan and organize on-site catering, employee engagement, and team events.  
• Effectively manage and anticipate the executives’ needs and business priorities.  
• Coordinate and manage information and communications to and from the executives’ offices. 
• Prepare meeting materials such as binders and board decks.  
• Handle confidential and time-sensitive material and matters with discretion. 
• Serve as a liaison between the executives and their direct reports, team members, suppliers, and business partners.  
• Prepare and submit expense reports.  
• Coordinate with the other Executive Administrative Assistants to provide broader support to the Executive Management Team and coverage as needed.  

Education

High School

Certifications and Licenses

Years of Experience

4-6 years of experience

Core Competencies

Strives for Positive ResultsCuriosityCollaborationAdaptabilityService-Oriented

Knowledge, Skills, Abilities and Other (KSAOs)

• Minimum of five years of administrative support experience, C-suite experience preferred  
• High level of comfort and professionalism with assisting executives 
• Proven ability to effectively interact with employees at all levels within the organization 
• Proactive approach with the ability to anticipate and prioritize  
• High degree of initiative demonstrating self-motivation and ability to work independently 
• Excellent typing, grammar, communication, organizational and interpersonal skills 
• Skilled in Microsoft Office (Word, Excel, PowerPoint, Outlook) 
• Promote the corporate image by representing the organizational mission and values internally and externally