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Administrative Jobs in Jersey City, NJ

Executive Administrative Assistant

Mindlance

Jersey City, NJ

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JOB DETAILS
SKILLS
Administrative Skills, Artificial Intelligence (AI), Audioconferencing, Calendar Management, Communication Skills, Detail Oriented, Email Surveys, Executive Assistant Skills , Expense Reports, Follow Through, Interpersonal Skills, Leadership, Logistics, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft PowerPoint, Microsoft Product Family, Microsoft Word, Operational Support, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Project Evaluation, Proofreading, Risk, Risk Management, Time Management, Travel Planning, Videoconferencing, Writing Skills
LOCATION
Jersey City, NJ
POSTED
30+ days ago
Hybrid 3 days / week onsite at Jersey City, NJ, 07310

Cotract to Hire
2 rounds of interviews

Description:
The Executive Assistant (EA) enables the team's achievement of their strategic priorities by providing general administrative and secretarial support, project management, analytics and coordination across business lines to the Site Lead and site leadership. This requires good judgement, strong interpersonal, organizational, and time management skills, as well as a strong attention to detail and a high level of accuracy. The EA will regularly work with partners, other department leaders, business leaders and colleagues across the firm. The EA must be personable, professional, flexible and able to maintain a high degree of confidentiality.

Your Primary Responsibilities:
" Support Executive by handling day-to-day matters including, but not limited to, preparing and coordinating communications, taking meeting minutes, complex calendar management, meeting logistics for internal and external appointments, travel arrangements, expense reporting, facilitating changes to daily events as necessary, tracking and helping drive completion of key deliverables and following up on outstanding items by acting as a liaison for direct reports.
" Proficiency with Word, Excel and PowerPoint to create, edit, format and proofread letters, presentations, surveys, emails, reports and other documents as necessary. Use of Excel for reporting and analytics.
" Develop and maintain working relationships with other departments.
" Coordinating global meetings, such as Town Hall meetings involving all stages of planning and execution including logistics (whether in person, via telepresence or conference calls), document and agenda preparation, conference rooms, AV needs, mitigating issues, and partnering with various departments to bring together best-in-class execution of events while collaborating on and giving to developing overall event experience.
" Participate in special projects and other duties as assigned.
" Aligns risk and control processes into day to day responsibilities to monitor and mitigate risk; raises appropriately.
**NOTE: The Primary Responsibilities of this role are not limited to the details above. **

Qualifications
" Prior experience in an Executive Assistant, coordinator, operations, project support or similar role is helpful, but a traditional EA background is not required.
" Demonstrated ability to learn quickly, adapt to changing priorities, and take initiative in a fast-paced environment.
" Comfortable using Microsoft Office tools and open to learning and adopting AI-enabled tools such as Microsoft Copilot.
" Strong written and verbal communication skills.
" Self-starter with a positive attitude who can self-initiate tasks, follow through, and look for ways to add value beyond the traditional scope of the role.

EEO:
Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.

About the Company

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Mindlance

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