An organization in New Jersey is actively seeking an organized and hardworking professional to join their staff as an Executive Assistant. In this role you will be dealing with matters of a highly confidential nature, providing administrative support to the Executive Team. Must have strong written, verbal and review skills, be self-motivated, detailed oriented, resourceful, able to prioritize and be a team player. Requirements:
- Must be flexible and adapt to unpredictable work schedule to support the needs of Executive.
- Professionally prepares and edits correspondence, communications, presentations, and other documents accurately and distributed within a specific time frame - emails, thank you notes, etc.
- Expert handling of all related tasks to ensure the smooth running of executive's work and scheduling.
- Maintain To Do List
- Keeps active list including calls to return, requests for meetings, long term, and short-term projects, etc.
- Act as first point of contact and represent executive office in a professional, sophisticated manner.
- All reports to be prepared accurately by agreed upon due dates.
- Expense Reports, PowerPoint presentations, etc.
- Manage and maintain executives' schedules, appointments and travel, and lodging arrangements. Schedule meetings requested within the timeframe designated.
- Extensive Calendar Planning
- Proactive (daily, quarterly, annual meetings, trips)
- Efficient use of time / high return on time / good workflow
- Extensive travel / logistics
- Reminders for follow up items post-meeting / trip.
- Industry Conferences - maintain schedule of events, coordinate meeting schedules.
- Plan and schedule executive events, outings, and Board of Directors dinners.
- Investor Relations
- General understanding of investor outreach process/investor conference schedule
- Updates list of investors
- Actively maintains electronic files.
- Event integration with calendar
- Pulls research for conferences/meetings.
- Scanning to ensure easy access and availability of information.
- Monitor, screen, respond to and distribute incoming communications (i.e., phone, emails, messages) in a professional manner.
- Follows up on important items.
- Maintains updated contact information.
- Incoming mail/messages to be date stamped and distributed to executive within two hours of receipt.
- Maintain and manage all appropriate filing of necessary paperwork.
- Prepare and distribute the approved agenda no later than two days prior to a meeting.
- Coordinate all required equipment and/or presentation material.
- Contributes to special events, firm-related projects, as needed.
- Ensure proper phone/email coverage is always arranged, including during planned absences.
- Keeps all work/messages confidential.
Qualifications:
- Bachelors' degree and 3 - 5 years related experience and/or training; or equivalent combination of education and experience.
- Advanced knowledge in word processing applications (Microsoft Word, Excel, PowerPoint).
- Ability to read and comprehend instructions, correspondence, and memos promptly and correctly.
- Ability to write simple correspondence.
- Ability to effectively present information in one-on-one and small group situations to Board members, executives, outside counsel, business contacts and other employees of the organization.
- Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
- Ability to deal with problems involving several concrete variables in standardized situations.