Title:  Executive Administrative Assistant (NJUS)

Purpose of Position

The primary function of the Executive Administrative Assistant is to perform administrative support tasks for and act as a key partner to the Executive Management Team members. The Executive Administrative Assistant must be a confident and responsible team player who is enthusiastic about multi-tasking and managing a wide range of responsibilities.  

Tasks and Responsibilities

• Manage complex calendars: plan and schedule internal and external meetings and coordinate meeting space. 
• Compose correspondence and prepare agendas. 
• Schedule private and commercial flights, ground transportation, and hotel.  
• Plan and organize on-site catering, employee engagement, and team events.  
• Effectively manage and anticipate the executives’ needs and business priorities.  
• Coordinate and manage information and communications to and from the executives’ offices. 
• Prepare meeting materials such as binders and board decks.  
• Handle confidential and time-sensitive material and matters with discretion. 
• Serve as a liaison between the executives and their direct reports, team members, suppliers, and business partners.  
• Prepare and submit expense reports.  
• Coordinate with the other Executive Administrative Assistants to provide broader support to the Executive Management Team and coverage as needed.  

Education

Certifications and Licenses

Years of Experience

Core Competencies

Knowledge, Skills, Abilities and Other (KSAOs)

• Minimum of five years of administrative support experience, C-suite experience preferred  
• High level of comfort and professionalism with assisting executives 
• Proven ability to effectively interact with employees at all levels within the organization 
• Proactive approach with the ability to anticipate and prioritize  
• High degree of initiative demonstrating self-motivation and ability to work independently 
• Excellent typing, grammar, communication, organizational and interpersonal skills 
• Skilled in Microsoft Office (Word, Excel, PowerPoint, Outlook) 
• Promote the corporate image by representing the organizational mission and values internally and externally