Executive Assistant

Job Description

Job Description

Job Title: Executive Administrative Assistant
Location: Branchburg, NJ (100% Onsite)
Position Type: 4-Month Contract / Temporary Assignment
Pay Rate: $45.00 per hour

Job Summary:

We are seeking a highly professional and experienced Executive Administrative Assistant for a 4-month onsite assignment in Branchburg, NJ. This role requires an individual who can operate with a great deal of latitude for independent judgment, driving projects through to completion while maintaining strict confidentiality. The ideal candidate will provide high-level administrative support to senior managers, efficiently managing workloads, calendars, financial tracking, and group logistics in a fast-paced environment.
Core Responsibilities

• Executive & Team Support: Manage complex calendars, schedule appointments, and organize high-level meetings or events. Review email and proactively handle routine correspondence.
• Travel & Visitor Logistics: Arrange comprehensive domestic and international travel (flights, hotels, rental cars). Coordinate passports, international visas, and prepare agendas/travel arrangements for incoming visitors.
• Financial & Systems Administration: Process purchase orders, requisitions, and ACEs online. Set up vendors in Oracle, review expense reports and VISA purchasing cards for policy adherence, and prepare monthly expense reports. Track expenses using Vista Plus and Oracle GL databases while assisting with the broader budget process.
• Personnel & File Management: Process highly confidential personnel paperwork (employee requisitions, pay increases, relocations, and termination paperwork) with the utmost professionalism. Maintain secure office and personnel files.
• Office & Safety Operations: Manage office supplies, mail distribution, phone coverage, and coordinate office space or relocations. Schedule and attend monthly sequential safety meetings, assist with building safety requirements, and enforce good housekeeping.

Required Qualifications

• Experience: 10+ years of dedicated experience in executive administrative roles supporting senior managers.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Thorough, working knowledge of Oracle (Purchasing, Vista Plus). Ability to type a minimum of 60 WPM and take shorthand.
• Communication: Exceptional verbal and written communication skills with the ability to interface tactfully with internal and external stakeholders at the executive level.
• Work Management: Proven ability to multitask, prioritize tasks efficiently, and demonstrate strong theoretical and practical business knowledge within a team environment. High attention to detail and accuracy is a must.

Preferred Qualifications

• Bachelor’s degree.
• Deep knowledge of corporate purchasing, accounting systems, and organizational policies.
• A strong commitment to workplace safety and promoting safety culture within an organization.