Job description

Job Description:

Position: Executive Assistant

Location: Piscataway, NJ

Duration: Full-time (Hybrid)

Client: Direct Client

Note: Candidates need to be legally eligible to work in the United States without requiring sponsorship assistance now or anytime in the future.

Job Description:

· This position provides high-level administrative support that facilitates the functioning of the Staff Executive and Corporate Activities department.

· The individual in this role is expected to be a builder and maintainer of professional relationships on behalf of the Staff Executive and the business unit.

· The incumbent provides high-level administrative support by conducting research, preparing correspondence, reports and presentations, handling information requests, receiving visitors, arranging conference calls, coordinating travel, processing expense reports, and scheduling meetings and department events.

· The incumbent may also train and provide day-to-day supervision of lower-level administrative and temporary employees. Other duties may be assigned.

Key Responsibilities:

High-Level Administrative Support 60%.

· Schedules and organizes appointments for the Staff Executive, arranges and documents travel accommodations for the Staff Executive; for other department senior leaders as requested and for guests/consultants/volunteers according to travel policies and record retention policies.

· Coordinates the schedule and calendar of the Staff Executive in an efficient manner.

· Utilizes technology tools to create and edit spreadsheets, flowcharts, business processes, and organizational charts.

· Plans and executes deadline driven projects and tasks as assigned. Maintains the Staff Executives calendar of events and includes vacation schedules of senior staff.

· Schedules and coordinates Corporate Activities staff meetings and events.

Budget & Expenses 10%.

· Manages ordering of supplies and related budget , processes purchase orders, approves invoices for payment and prepares expense reports.

Process Analysis, Quality and Customer Care 5%.

· Expected to master and provide guidance on all departmental administrative processes.

· Provides ongoing process evaluation to ensure department activities are administered in an effective manner.

· Point of contact for miscellaneous administrative issues.

· Ensures the smooth operation of the Corporate Activities department.

Internal and External Relationship Management 25%.

· Represents the Staff Executive to visitors, volunteers and staff and ensure a high-level customer-centric support.

· Ensures effective relationships are built and maintained internally and externally, while ensuring proprietary information is protected and a confidential environment is maintained.

· Coordinates meetings and special functions within Corporate Activities.

· Provides assistance to other department senior leaders, volunteers and administrative staff as needed.

Skills and Requirements:

· Professionalism, service focus, results orientated, and timeliness are key attributes for this role.

· Must have a strong command of specific technology and experience needed to produce desired outcomes using Concur, MS Office Suite, Google Suite, and related applications.

· Must possess an excellent command of the English language and be skillful in face-to-face and telephone-based environments.

· Must be able to work in a highly confidential manner regarding proprietary information and other confidential matters.

· Must possess an excellent command of written business English and be comfortable creating and producing electronic and paper correspondence, reports, meeting minutes, and presentations.

· Incumbents should also be capable of editing documents for content clarity and use of English.

· Must be able to read and comprehend Clients policies, processes and procedures.

· Must have the ability to work cooperatively and effectively with Staff on all levels on a daily basis and also with Volunteers, members and customers / third parties.

· Must be resourceful and have the ability to work autonomously with minimal supervision.

· Must be able to plan and prioritize tasks and projects, as well as demonstrate resourcefulness to resolve challenges, solve problems and meet deadlines.

Work Experience:

· 4-7 years Must have experience supporting a key executive.

· Background must include experience in a customer-focused business environment that demonstrates knowledge and skill in the following areas: Req

· High-level administrative and/or operational support of a key executive Gathering, compiling, and researching information Processes evaluation and quality efforts

· Writing and editing skills

· Relationship management and customer service

· Experience working with Executive level management in medium to large corporations.

Education:

· H.S. diploma Req

· Bachelor's degree or equivalent experience Some college coursework Pref

Licenses and Certifications:

· CAP certification through the International Association of Administrative Professions (IAAP) Pref

Job Type: Full-time

Salary: $37.00 - $40.00 per hour

Schedule:

• Monday to Friday

Experience:

• Administrative Support (Preferred)
• Calendar management (Preferred)
• Executive Assistant (Preferred)

Work Location: One location

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