Company Introduction:
Vitex is a cutting-edge technology company based in the New York metro area that specializes in the development and distribution of advanced fiber optic transceivers and video & data over fiber solutions. For twenty years, we have proudly developed tailored fiber optic solutions for customers in a wide range of industries, including datacom, telecom, video transport, broadcasting, medical imaging, and data center applications. For more information, please visit www.vitextechcom.

Position Description:
As the Executive Administrative Assistant at Vitex LLC, you will play a pivotal role in supporting business operations at large. You will handle HR and bookkeeping duties, as well as general administrative duties in the office. You will provide support as needed to management and department teams within the company. This position reports directly to the CEO.

Responsibilities:

• Performing general administrative duties, including office management, screening phone calls, ordering supplies, and maintaining department records and inventory.
• Ensuring accurate financial data entry into QuickBooks.
• Performing basic finance duties, including generating financial reports, bookkeeping, payroll, and credit card payments.
• Facilitating effective communication and follow-up by taking detailed meeting minutes, managing correspondence, and tracking action items on both an independent and team level.
• Handling basic HR duties and maintaining employee records in compliance with legal requirements.
• Acting as a liaison with vendors, including those responsible for insurance, IT support, and building management/facilities.
• Making travel reservations for the CEO, other managers, and visitors as needed.
• Managing executive calendars, scheduling appointments, and coordinating meetings.
• Assisting the CEO with real estate investment management and related follow-up tasks.
• Performing general clerical duties including filing, photocopying, and proofreading and editing documents.

Qualifications:

• Bachelor’s degree strongly preferred.
• Strong organizational skills with the ability to prioritize tasks effectively.
• Proficiency in Microsoft Office Suite, particularly Outlook, Word, Excel, PowerPoint.
• Excellent and concise written and verbal communication skills.
• Proactive and eager to learn new skills and responsibilities.
• Positive attitude and strong interpersonal skills in the workplace. Ability to interact professionally and cordially with executives, staff, and external contacts.
• Detail-oriented and performance-focused with an ability to meet deadlines under pressure and adapt to changing circumstances.
• Ability to think ahead and work independently to achieve company goals under the direction of management.
• Ability to handle confidential information with discretion.

Benefits:
Benefits include medical and dental insurance, paid holidays, vacation, PTO days, education credits, biannual profit sharing based on company and employee performance and a company-paid retirement pension plan.

How to Apply:
If this job sounds like something you’d love to do, we want to hear from you. Please be sure to write “Vitex Admin” in the subject line and send your letter and resume to hr@vitextech.com. At Vitex, we foster an inclusive culture that values the strengths, perspectives, and experiences of all our employees. We believe that our differences contribute to creating a better team - one that makes well-informed decisions, drives innovation, and delivers outstanding business results. We look forward to hearing from you!

Job Type: Full-time

Pay: $45,000.00 - $65,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Hackensack, NJ 07601: Relocate before starting work (Required)

Work Location: In person