Description
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Administrative Assistant - Executive Support
Profile We Are Searching ForWe are looking for a polished, highly organized Administrative Assistant / Executive Assistant who is comfortable supporting Managing Directors (MDs) and other senior-level internal stakeholders.
Personality and executive presence are critical for this role. The ideal candidate is professional, confident, proactive, and knows how to manage relationships and situations appropriately when supporting high-level leaders. This person should be comfortable providing a layer of protection and gatekeeping for MDs while maintaining strong relationships with internal teams, vendors, and other stakeholders.
Key Responsibilities
- Manage complex calendars and scheduling for Managing Directors, including coordinating meetings, resolving conflicts, and prioritizing competing requests.
- Serve as a professional point of contact and appropriate gatekeeper/protective layer for senior executives when interacting with vendors and internal stakeholders.
- Exercise good judgment when determining how to handle scheduling requests, interruptions, competing priorities, and sensitive information.
- Support employee engagement activities and help create a positive, professional experience for employees and stakeholders.
- Manage executive travel and expense processes, including preparing and submitting expense reports.
- Coordinate and track delegation of approvals and ensure approvals are routed appropriately and completed on time.
- Prepare and format presentations, documents, spreadsheets, and other executive materials using PowerPoint, Word, and Excel.
- Leverage Microsoft Copilot and other productivity tools to improve administrative efficiency.
- Maintain a high level of organization across calendars, meetings, documents, expenses, and administrative tasks.
- Communicate professionally with high-level internal stakeholders and represent the team appropriately.
- Anticipate executive needs and proactively address administrative issues before they become problems.
- Handle confidential and sensitive information with appropriate discretion.
Must-Haves / Required Skills
- Proven experience as an Administrative Assistant, Executive Assistant, or similar executive-support role.
- Strong experience managing complex calendars for senior-level executives or Managing Directors.
- Excellent organizational and time-management skills.
- Strong professional communication and executive presence.
- Ability to appropriately manage and prioritize requests from vendors and internal stakeholders on behalf of senior executives.
- Experience with expense management and expense submission.
- Strong working knowledge of Microsoft Outlook, PowerPoint, Word, and Excel.
- Experience using Microsoft Copilot or similar AI productivity tools.
- Strong judgment, discretion, and ability to handle confidential information.
- Ability to present and communicate effectively with high-level internal stakeholders.
Soft Skills / PersonalityThis is a people-focused executive support role, and personality is a major component of the hiring decision.
The successful candidate should be:
- Polished and professional when interacting with senior leadership.
- Proactive rather than simply waiting for instructions.
- Appropriately assertive when managing calendars and protecting executive time.
- Diplomatic when dealing with competing personalities, priorities, vendors, and stakeholders.
- Highly organized and able to manage multiple priorities without losing attention to detail.
- Trustworthy and discreet when handling sensitive information.
- Confident and composed in interactions with senior-level employees.
- Able to use good judgment about when to push back, when to escalate, and when to accommodate a request.
- Strong at building relationships while still maintaining appropriate boundaries on behalf of the executives they support.
About Matlen Silver
Experience Matters. Let your experience be driven by our experience. For more than 40 years, Matlen Silver has delivered solutions for complex talent and technology needs to Fortune 500 companies and industry leaders. Led by hard work, honesty, and a trusted team of experts, we can say that Matlen Silver technology has created a solutions experience and legacy of success that is the difference in the way the world works.
Matlen Silver is an Equal Opportunity Employer and considers all applicants for all positions without regard to race, color, religion, gender, national origin, age, sexual orientation, veteran status, the presence of a non-job-related medical condition or disability, or any other legally protected status.
If you are a person with a disability needing assistance with the application or at any point in the hiring process, please contact us at email and/or phone at: [email protected] // 908-393-8600
At The Matlen Silver Group, Inc., W2 employees are eligible for the following benefits:
- Health, vision, and dental insurance (single and family coverage)
- 401(k) plan (employee contributions only)