Job Description

The Executive Assistant will serve as the right-hand person and gatekeeper to the CEO, whose office is located near Mahwah, NJ. This in-office position offers a competitive salary, benefits, and bonus potential.

The Executive Assistant’s primary role is to provide support to the CEO. The position will interface with key business relationships, vendors, and all levels of employees. They will be required to perform a range of business-related administrative functions to include, but are not limited to:

Maintaining CEO’s calendar. Scheduling internal and external meetings and appointments, prioritizing by level of importance as well as maintaining timeliness.

• Act as liaison between CEO and other departments. Handle personal schedule, etc. Gatekeeper of CEO’s schedule and office access.
• Plan and book business travel for CEO and family inclusive of airfare, lodging, car service, etc., domestically and internationally.
• Coordinate with CEO’s driver as needed. Prepare detailed itineraries for CEO.
• Prepare and submit expense reports for CEO.
• The executive assistant screens CEO’s calls; transfer and/or takes detailed, accurate messages as needed and often responds to email. This requires an excellent telephone manner and the ability to prioritize. Must communicate well and have solid writing skills.
• Meet/greet visitors, key business partners, guests, and vendors that are meeting with CEO.
• The executive assistant will organize and coordinate company events and activities as well as business dinners, celebrations, etc.
• Collaborate across departments, bringing matters of importance to the attention of the CEO.
• As executive assistant, you will help with various special projects and other miscellaneous administrative support duties, as needed, e.g., keeping up with CEO’s personal licenses and memberships, coordinate personal and company appointments, keep track of travel / itineraries assist with delays and cancellations.

Job Requirements of Executive Assistant

• Prefer 10+ years of C-Suite executive assistant experience
• BA / BS Degree (preferred but not required)
• The ability to take initiative, be pro-active and anticipate needs; “no task is too big/small” mentality, including the scheduling of personal tasks on behalf of the CEO.
• Executive Assistant must be able to work in a fast-paced environment and very adaptable to change.
• Must be able to anticipate and monitor travel logistics, i.e. flight schedules, weather conditions and check-ins.
• Solid Microsoft office skills; experience using Word, Excel, PowerPoint, Outlook and Teams with exposure / experience using AI tools.
• Must be a take charge person who can anticipate change and have the solution to adjust. Must be able to think on one’s feet and have a professional demeanor.

This executive assistant position is an exciting opportunity to work with an established and growing company supporting the CEO.

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