Executive Assistant
Princeton, New Jersey, United States

Job Summary

Occupation Clerical and Administrative
Specialty Executive Assistant
Location 08816, East Brunswick, New Jersey, United States
Visa Sponsorship No

Job Description

Last Update: 1/11/24
Atlas Systems Inc. is a Software Solutions company headquartered in East Brunswick, NJ. Incorporated in 2003, Atlas provides comprehensive range of solutions in the area of Digital, Cloud, Provider Data Management and GRC (Governance, Risk and Compliance).

For more information, please visit our website https://www.atlassystems.com/

The Executive Assistant provides support to the CEO, including handling all information requests, conducting general research, and performing administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The EA serves as liaison with management team, and handles all arrangements and drafting minutes during management meetings (when required). Will also perform assigned HR Administrative tasks.

An Executive assistants core duties and responsibilities are:

Ensure confidentiality is maintained and share information on need to know basis, considering that this position will have access to all the information
Ensure the highest level of discretion in providing a comprehensive range of executive assistant support.
Organizing and managing the flow of work in and out of the CEOs office. This includes the organization of daily correspondence (internal and external); management of information flow in and out of the CEOs office; compiling and filing reports.
First point of contact for clients on CEOs activities and events, independently handle sensitive communication/information flow. Effectively manage calendar including scheduling appointments and meetings, and independently resolving conflicts.
Prepare draft emails and other correspondence for the CEO. Prepare key documents for signature, comments, decision, or action.
Organize and prepare relevant briefing or background materials for meetings
Create and or adapt presentations to be made by the CEO
Organizing/coordinating CEOs travel, both domestically and internationally.
Attending and organizing management meetings; including coordinating agenda, drafting meeting minutes, and following up
Coordinating with employees and maintaining follow-ups on behalf of the CEO and updating CEO on a timely manner
Encourage and maintain a high level of teamwork and positive and cohesive work environment.
Other Administrative Duties as needed

Human resources

Administer health and welfare plans, including enrollments, changes, and terminations
Maintain human resources records by recording new hires, transfers, terminations, updates in BambooHR, merit increases; tracking vacation, sick, and personal time.
Orient new employees by providing orientation information packets; reviewing company policies; gathering withholding and other payroll information; explaining and obtaining signatures for benefit programs.
Document human resources actions by completing forms, reports, logs, and records.
Assist with the performance review and termination processes
Assist with the recruitment and interview processes
Work with CEO and leadership on new projects/assignments
Work with Recruitment Manager to perform recruitment related activities (when required)

Skills Required

5-10 years relevant experience
Proficient with MSOffice and technically savvy to use HR / Payroll / Finance systems
Bachelors degree in Administration or related field
Excellent communication skills
Outstanding skills in organizing, prioritizing, scheduling, planning and coordinating work.
Ability to multi task and love to work in fast paced environment
A proven track record in managing confidentiality, proven personal ethics and integrity
Proven ability to create and work in a team-oriented multi-cultural environment,
Agility, positivity and maturity