Temporary Executive Administrative Assistant

Please note this is a temporary position covering a maternity leave. Estimated duration is mid-June through November. On-site 5 days a week in Haddonfield, NJ.

Executive Assistant Responsibilities

Administrative & Executive Support

• Manage complex executive calendar for Robert Ferrilli (meetings, travel, personal commitments)
• Prepare briefs, agendas, and executive summaries for the executive team along with notes and follow up tasks.
• Screen calls, emails, and correspondence on behalf of executives from the mainline and Ferrilli Helpdesk.
• Draft, edit, and proofread emails, reports, and presentations on behalf of Robert Ferrilli and members of the executive cabinet.
• Maintain confidentiality of sensitive business information.
• Act as a gatekeeper and liaison between executives and internal/external contacts.
• Perform in-person administrative tasks, duties and routines for the building (Mail, Fedex boxes, Amazon shipments and returns, office maintenance with construction and construction crew, tenant inquiries, grocery lists, office equipment inventory, cleaning company correspondence for two cleaning companies, landscaping correspondence.
• Marketing material handling in support of the marketing department (Create Fedex labels, shipments, tracking, assisting with the salesteam.
• Coordinating signatures of specific documentation as it relates to Robert Ferrilli and Robert Ferrilli LLC.

Communication & Coordination

• Serve as primary point of contact for executives.
• Coordinate communication across departments and leadership teams via Teams, SOP, email communications and phone call.
• Follow up on action items from meetings to ensure completion.
• Prepare talking points, scripts, and briefing documents for Robert Ferrilli.
• Manage stakeholder relationships (clients, board members, partners)
• Coordinate and prioritize appointments with Ferrilli partners (Examples: LADD, Ellucian, Salesforce, Certinia, etc.)

Meeting & Project Management

• Schedule and organize internal/external meetings (virtual and in-person)
• Prepare meeting materials, presentations, and reports
• Take detailed meeting notes and distribute minutes
• Track deadlines, deliverables, and project milestones
• Assist with strategic planning initiatives and execution tracking

Travel & Logistics

• Arrange domestic and international travel (flights, hotels, transportation) for conferences, on-campus meetings, office visits, personal appointments.
• Create detailed travel itineraries.
• Handle extremely last-minute travel changes, pivots, and on-call emergencies.
• Manage travel expenses and reimbursements

Financial & Operational Support

• Process invoices, expense reports, and budgets for conference events, networking events,
• Coordinate vendor payments and contracts
• Assist with procurement and office operations

Corporate Event Planner Responsibilities

Event Strategy & Planning

• Plan and execute corporate events (conferences, retreats, meetings, webinars)

Vendor & Venue Management

• Source and negotiate with venues, caterers, AV teams, and vendors
• Manage contracts, pricing, and deliverables
• Conduct site visits and walkthroughs
• Create hotel rooming lists, Uber vouchers, catering, room preparation, welcome bags and serve as greeter for onsite Crucial Conversation training, Executive Quarterly Onsite meetings, Trailblazer Community Certinia Training.
• Coordinate logistics with all external partners

On-Site Event Management

• Serve as point person during events
• Troubleshoot issues in real-time
• Coordinate staff, volunteers, and vendors
• Ensure a seamless attendee experience

Post-Event Activities

• Conduct post-event evaluations and reporting
• Analyze attendee feedback and KPIs
• Provide recommendations for future improvements
• Manage follow-ups and thank-you communications

Cross-Functional Collaboration

• Work with HR, Marketing, Finance, Professional Services, Managed Services and Operations teams.
• Support company culture initiatives and employee engagement events
• Assist with internal communications and company-wide meetings

Soft Skills & Core Competencies

• Exceptional organization and multitasking abilities
• Strong communication (written and verbal)
• Attention to detail and problem-solving
• Discretion and professionalism
• Time management and prioritization
• Relationship management and customer service mindset
• Adaptability and ability to work in fast-paced environments