Executive Administrative Assistant

Executive Administrative Assistant

We are searching for the best talent for an Executive Administrative Assistant. This hybrid role can be in Horsham, PA; Raritan, NJ or New Brunswick, NJ.

In this role, the Executive Administrative Assistant will provide advanced administrative and strategic support to the Quality Platform - Synthetics and its leadership team. This role is critical to ensuring seamless operations, maintaining a professional and digitally enabled environment, and serving as a trusted partner who anticipates needs and drives operational excellence.

The Executive Administrative Assistant will operate with minimal supervision, exercise sound judgment, and manage complex priorities in a fast-paced, global organization. This position requires discretion, agility, and adaptability to evolving business needs while enabling the success of senior leadership.

Key Responsibilities

• Executive Support & Calendar Management
  • Manage a dynamic global calendar and prioritize commitments with precision.
  • Coordinate complex domestic and international travel, as well as hybrid meeting logistics.
  • Serve as liaison between the VP and internal/external stakeholders, ensuring timely communication and follow-up.
• Operational Excellence
  • Maintain and optimize digital platforms (SharePoint, Teams, collaboration tools) for document management and communication.
  • Prepare high-quality presentations and reports using advanced PowerPoint and data visualization tools.
  • Handle sensitive information with the highest level of confidentiality and accuracy.
• Meeting & Event Coordination
  • Organize and execute large-scale meetings and events (US and global), including hybrid formats.
  • Coordinate on-site and virtual logistics, manage agendas, track action items, and prepare concise meeting summaries.
• Project & Communication Support
  • Support special projects and initiatives, ensuring timely execution and alignment with organizational priorities.
  • Draft and edit correspondence, blogs, and portal communications to support team engagement.
  • Manage distribution lists and digital communication channels.
• Financial & Administrative Management
  • Process invoices, expense reports, and procurement requests using current systems (e.g., Ariba, Concur).
  • Manage office resources and vendor relationships to ensure operational continuity.

Qualifications

• Education: High school diploma required; Bachelor's degree or formal administrative training preferred.
• Experience: Minimum 8 years of advanced executive administrative experience supporting senior leaders in a global organization.
• Technical Skills:
  • Proficiency in Microsoft 365 (Outlook, PowerPoint, Excel, Teams), collaboration tools, and expense systems.
  • Strong experience with digital platforms and virtual meeting technologies.
• Core Competencies:
  • Exceptional organizational and prioritization skills with the ability to manage multiple priorities.
  • Strong interpersonal and communication skills, capable of engaging with executives and stakeholders at all levels.
  • Proven ability to exercise discretion, maintain confidentiality, and resolve complex issues independently.
  • Demonstrated agility and adaptability in a hybrid work environment.