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.
• 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.