Administrative Assistant - Executive

Ashley Stewart

Secaucus, NJ

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JOB DETAILS

SKILLS

Administrative Skills, Attorney, Calendar Management, Communication Skills, Contract Law, Contract Negotiation, Contract Review, Detail Oriented, Documentation, Establish Priorities, Executive Assistant Skills , Google Apps, Head of Finance, Human Resources Processes, Legal, Maintain Compliance, Meeting Minutes, Microsoft Office, Microsoft Outlook, Multitasking, Onboarding, Organizational Skills, Paralegal, Presentation/Verbal Skills, Problem Solving Skills, Process Improvement, Record Keeping, Reporting Skills, Risk Management, Schedule Development, Team Player, Time Management, Writing Skills

LOCATION

Secaucus, NJ

POSTED

Today

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.

About the Company

Ashley Stewart

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