What are the responsibilities and job description for the Executive Administrative Assistant position at AGM Tech Solutions - A Woman and Latina-owned IT Staffing Firm-an Inc. 5000 company?
At AGM Tech Solutions, we partner with high impact enterprise and mid size clients to solve complex challenges through top-tier IT Talent. Our Direct client is hiring:
Position Title: Executive Admin
Location: Roseland, NJ
Hybrid: 4 days on-site
Our client is seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to three Vice Presidents. This role requires exceptional organizational skills, the ability to manage multiple priorities in a fast-paced environment, and a strong commitment to accuracy and confidentiality. The ideal candidate will thrive under pressure, demonstrate initiative, and ensure seamless coordination across executive offices.
Key Responsibilities
- Executive Support
- Manage complex calendars, scheduling, and coordination of meetings across multiple time zones.
- Prepare agendas, take detailed notes, and distribute documentation for executive meetings.
- Draft, proofread, and edit correspondence, presentations, and reports with precision.
- Operational Coordination
- Prioritize and manage competing tasks and deadlines for three executives simultaneously.
- Serve as a central point of contact between VPs, internal teams, and external stakeholders.
- Organize travel arrangements, itineraries, and expense reports.
- Documentation & Communication
- Maintain accurate records, files, and documentation systems.
- Capture and summarize key decisions, action items, and follow-ups from meetings.
- Ensure timely communication and information flow across leadership teams.
- Administrative Excellence
- Handle confidential information with discretion and professionalism.
- Support special projects, executive initiatives, and cross-functional collaboration.
- Anticipate needs and proactively resolve issues before they escalate.
Qualifications
- Proven experience as an Executive Assistant or in a similar administrative role supporting senior leaders.
- Exceptional organizational skills with the ability to manage multiple priorities simultaneously.
- Strong written and verbal communication skills; adept at documentation and note-taking.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools.
- Ability to work independently, exercise sound judgment, and adapt to shifting priorities.
- Former military background or experience in highly structured environments is a plus.
- High level of integrity, professionalism, and attention to detail.
Desired Attributes
- Calm under pressure, with a disciplined and solutions-oriented mindset.
- Strong interpersonal skills and the ability to build trust with executives and teams.
- Commitment to excellence and continuous improvement in administrative processes.