Administrative Skills, Billing, Calendar Management, Catering Services, Communication Skills, Consulting, Data Collection, Detail Oriented, Establish Priorities, Executive Assistant Skills , Expense Reports, Leadership, Logistics Management, Meeting Minutes, Multitasking, Organizational Skills, Presentation/Verbal Skills, Project/Program Coordination, Purchase Orders, System Operations, Time Management, Travel Planning, Willing to Travel, Writing Skills
Executive Assistant (Contract to Hire)
Our client is seeking a highly organized and proactive Executive Assistant to provide high-level administrative support to senior leadership, including the CEO and executive team. This role requires a professional who can manage competing priorities, maintain confidentiality, and serve as a trusted liaison across all levels of the organization.
The ideal candidate thrives in a fast-paced environment, demonstrates strong judgment, and is comfortable handling complex scheduling, communications, and project coordination responsibilities.
Key Responsibilities
- Provide executive-level administrative support, including drafting communications, emails, and presentations on behalf of leadership.
- Manage complex calendars, schedule meetings, and prioritize sensitive and time-critical matters.
- Coordinate domestic and international travel arrangements, including detailed itineraries and supporting materials.
- Prepare meeting agendas, compile reports, and develop presentations for executive meetings.
- Record meeting minutes and ensure timely follow-up on action items.
- Handle expense reporting and purchase order creation; review and coordinate invoice processing.
- Plan and manage logistics for meetings, events, and offsite functions, including vendor coordination and catering.
- Serve as a gatekeeper and liaison, exercising discretion in determining priorities and escalating urgent matters.
- Prepare summaries and synthesize information from various sources into concise executive-level updates.
- Maintain organized electronic filing systems, office operations, and conference room readiness.
- Support special projects, data compilation, and administrative initiatives as needed.
Qualifications
- 5+ years of executive administrative support experience preferred.
- Strong ability to manage multiple priorities in a fast-paced environment.
- Excellent written and verbal communication skills.
- Exceptional organizational and time management skills with strong attention to detail.
- High level of discretion and ability to handle confidential information.
Work Environment & Schedule
- 100% onsite in Little Ferry, NJ
- 9-5 pm with one hour unpaid lunch- 35 hour workweek. Some OT required from time to time.