Executive Administrative Assistant
Princeton, New Jersey, United States
Job Summary
Occupation
Clerical and Administrative
Specialty
Administrative Assistant
Location
Princeton, New Jersey, United States
Visa Sponsorship
No
Job Description
Last Update:
1/11/24
Executive Administrative Assistant
Job Responsibilities
Creates & maintains effective workflow and communications to accomplish the work of the executive management team including handling of a variety of projects and tasks simultaneously.
Manage senior leadership calendars, review, and respond to emails, and schedule simple (e.g., 1 on 1s) to more complex meetings (i.e., monitoring client/prospect meeting requests, etc.) either as on site or virtual meetings.
Develop & maintain strong, credible relationships across company executives, supported teams and clients, anticipate, and respond quickly to changes and encourage others to do the same.
Screen incoming emails & route correctly to proper executive for action, direction, or follow-up.
Schedules, plans, coordinates executive staff meetings including making presentations, reviewing drafts for language, grammar, formats, planning & sharing agendas, booking rooms, special events, developing or collating presentation materials, reviewing minutes, next steps, assigning action items and follow ups.
Maintain confidential information, records, files, and maintains highest level of confidentiality.
Manage domestic & international travel schedules for executives & support expense reporting.
Completes special projects as assigned.
Skills
Must be high-performing & experienced professional with high level of integrity & confidence.
Must be highly organized, possess exceptional administrative, verbal, & written communication skills.
Ability to prioritize, plan, and multitask, track activities of department, senior leaders, and must be excellent at setup of multiple meetings with internal members and clients independently.
Seek challenges, anticipate needs, and be self-motivated.
Expert knowledge of Microsoft Office, especially PowerPoint, Outlook, SharePoint, Teams, Zoom, and internet search engines and able to learn systems and procedures quickly.
Ability to carry out all functions in accordance with pre-established procedures and team up with colleagues to meet deadlines established for the Department.
Ability to discreetly handle sensitive and confidential material.
Strong organizational savvy.
Must effectively manage conflicting priorities, be adaptable, and comfortable in a fast-paced environment.
Proven track record of assisting industry executives.
Good understanding of domestic and international travel management.
At least 10 years of administrative support experience is required.
This is an On-site role
Education and Experience
Bachelor of Science, Business Administration and Management or equivalent bachelors degree and at least 10 years administrative or comparable experience or an equivalent combination of both education and experience which meets the required knowledge, skills, and abilities.
Prior Executive Assistant experience preferred.
Job Responsibilities
Creates & maintains effective workflow and communications to accomplish the work of the executive management team including handling of a variety of projects and tasks simultaneously.
Manage senior leadership calendars, review, and respond to emails, and schedule simple (e.g., 1 on 1s) to more complex meetings (i.e., monitoring client/prospect meeting requests, etc.) either as on site or virtual meetings.
Develop & maintain strong, credible relationships across company executives, supported teams and clients, anticipate, and respond quickly to changes and encourage others to do the same.
Screen incoming emails & route correctly to proper executive for action, direction, or follow-up.
Schedules, plans, coordinates executive staff meetings including making presentations, reviewing drafts for language, grammar, formats, planning & sharing agendas, booking rooms, special events, developing or collating presentation materials, reviewing minutes, next steps, assigning action items and follow ups.
Maintain confidential information, records, files, and maintains highest level of confidentiality.
Manage domestic & international travel schedules for executives & support expense reporting.
Completes special projects as assigned.
Skills
Must be high-performing & experienced professional with high level of integrity & confidence.
Must be highly organized, possess exceptional administrative, verbal, & written communication skills.
Ability to prioritize, plan, and multitask, track activities of department, senior leaders, and must be excellent at setup of multiple meetings with internal members and clients independently.
Seek challenges, anticipate needs, and be self-motivated.
Expert knowledge of Microsoft Office, especially PowerPoint, Outlook, SharePoint, Teams, Zoom, and internet search engines and able to learn systems and procedures quickly.
Ability to carry out all functions in accordance with pre-established procedures and team up with colleagues to meet deadlines established for the Department.
Ability to discreetly handle sensitive and confidential material.
Strong organizational savvy.
Must effectively manage conflicting priorities, be adaptable, and comfortable in a fast-paced environment.
Proven track record of assisting industry executives.
Good understanding of domestic and international travel management.
At least 10 years of administrative support experience is required.
This is an On-site role
Education and Experience
Bachelor of Science, Business Administration and Management or equivalent bachelors degree and at least 10 years administrative or comparable experience or an equivalent combination of both education and experience which meets the required knowledge, skills, and abilities.
Prior Executive Assistant experience preferred.