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Exec administrator assistant jersey city NJ ref

Experience level: Mid-senior Experience required: 10 Years Education level: Bachelor’s degree Job function: Non IT Consultant Industry: Financial Services Pay rate : View hourly payrate Total position: 1 Relocation assistance: No
Please submit candidates who have worked with big organizations.

Candidates hired for this role will be required to start onsite from Day 1 following hybrid work option, 3 days in office. Please submit only local candidates from Jersey City.

Due to a recent increase in misrepresentation during the interview process, has implemented a new policy that requires a candidate’s headshot on the front page of the resume to be considered.

This is a contract to hire role!

SUMMARY

This position for Executive Assistant (EA) will be responsible for the general administrative and clerical support to senior leadership as well as coordination and performance of multiple tasks within the department. A high degree of discretion and professionalism are expected, as well as strong organizational skills and time management skills, creativity, and the ability to anticipate and address needs of the team. The successful candidate will be detail oriented and self-motivated to bring improvements to the department as they are identified. Finally, this person will work with and coordinate a wide range of people and job levels, both internally and externally, and should have strong communication and influence skills. Qualified candidate will have proven track record in supporting senior / C-Suite Executives in large companies. The EA must be personable, professional, flexible, and able to maintain a high degree of confidentiality.

Primary Responsibilities:

Provide administrative support to the senior leader and their direct reports including, but not limited to extensive calendar management, global and domestic travel arrangements, and ensuring that the leader is prepared for meetings by providing applicable documents in advance of the meetings to allow for sufficient review.
Coordinating global meetings, such as Town Hall meetings involving all stages of planning and execution including logistics (whether in person, via telepresence or conference calls), document and agenda preparation, conference rooms, AV needs, mitigating issues, and partnering with various departments to bring together best-in-class execution of events while collaborating on and contributing to developing overall event experience.
Coordinate business travel arrangements, including the timely preparation and submission of expense statements.
Interface with business and function teams, providing support to the team as needed.
Perform general office tasks, including mail distribution, time keeping and ordering supplies for the department, ensuring that this activity remains within budget.
Handle a wide array of diverse projects.
Participate in special projects and other duties as assigned.
Aligns risk and control processes into day-to-day responsibilities to monitor and mitigate risk; escalates appropriately.
Develop and maintain working relationships with other departments.
Talents Needed for Success:

Work well under pressure in a fast-paced environment and maintain the confidentiality of all interactions and communications.
Demonstrate excellent PC skills with proficiency in the use of Microsoft Office (e.g., Word, PowerPoint, Excel, MS Project Manager, Access) and e-mail/calendar software.
Exhibit superior phone manner, proofreading and organizational skills.
Excellent verbal and written communication skills.
Excellent planning skills and attention to detail.
Demonstrate ability to interact with executive-level domestic and international industry contacts.
Handle multiple tasks making appropriate judgments on priorities.
Able to learn and apply new information, skills and procedures.
10 or more years’ administrative and secretarial experience with supporting senior executives.
Work well under pressure in a fast-paced environment and maintain the strict confidentiality of all interactions and communications.
Demonstrate excellent PC skills with proficiency in the use of Microsoft Office (e.g., Word, PowerPoint, Excel, MS Project Manager, Access) and e-mail/calendar software
Exhibit superior phone manner, proofreading and organizational skills
Evidence excellent verbal and written communication skills
Evidence excellent planning skills and attention to detail
Demonstrate ability to interact with executive-level domestic and international industry contacts
Handle multiple tasks making appropriate judgments on priorities
Able to learn and apply new information, skills and procedures