Temporary Executive Administrative Assistant

Executive AssistantPlease note this is a temporary position covering a maternity leave. Estimated duration is mid-June through November. On-site 5 days a week in Haddonfield, NJ.Administrative & Executive SupportManage complex executive calendar for Robert Ferrilli (meetings, travel, personal commitments)Prepare briefs, agendas, and executive summaries for the executive team along with notes and follow up tasks.Screen calls, emails, and correspondence on behalf of executives from the mainline and Ferrilli Helpdesk.Draft, edit, and proofread emails, reports, and presentations on behalf of Robert Ferrilli and members of the executive cabinet.Maintain confidentiality of sensitive business information.Act as a gatekeeper and liaison between executives and internal/external contacts.Perform in-person administrative tasks, duties and routines for the building (Mail, Fedex boxes, Amazon shipments and returns, office maintenance with construction and construction crew, tenant inquiries, grocery lists, office equipment inventory, cleaning company correspondence for two cleaning companies, landscaping correspondence.Marketing material handling in support of the marketing department (Create Fedex labels, shipments, tracking, assisting with the salesteam.Coordinating signatures of specific documentation as it relates to Robert Ferrilli and Robert Ferrilli LLC.Communication & CoordinationServe as primary point of contact for executives.Coordinate communication across departments and leadership teams via Teams, SOP, email communications and phone call.Follow up on action items from meetings to ensure completion.Prepare talking points, scripts, and briefing documents for Robert Ferrilli.Manage stakeholder relationships (clients, board members, partners)Coordinate and prioritize appointments with Ferrilli partners (Examples: LADD, Ellucian, Salesforce, Certinia, etc.)Meeting & Project ManagementSchedule and organize internal/external meetings (virtual and in-person)Prepare meeting materials, presentations, and reportsTake detailed meeting notes and distribute minutesTrack deadlines, deliverables, and project milestonesAssist with strategic planning initiatives and execution trackingTravel & LogisticsArrange domestic and international travel (flights, hotels, transportation) for conferences, on-campus meetings, office visits, personal appointments.Create detailed travel itineraries.Handle extremely last-minute travel changes, pivots, and on-call emergencies.Manage travel expenses and reimbursementsFinancial & Operational SupportProcess invoices, expense reports, and budgets for conference events, networking events,Coordinate vendor payments and contractsAssist with procurement and office operationsCorporate Event Planner ResponsibilitiesEvent Strategy & PlanningPlan and execute corporate events (conferences, retreats, meetings, webinars)Vendor & Venue ManagementSource and negotiate with venues, caterers, AV teams, and vendorsManage contracts, pricing, and deliverablesConduct site visits and walkthroughsCreate hotel rooming lists, Uber vouchers, catering, room preparation, welcome bags and serve as greeter for onsite Crucial Conversation training, Executive Quarterly Onsite meetings, Trailblazer Community Certinia Training.Coordinate logistics with all external partnersOn-Site Event ManagementServe as point person during eventsTroubleshoot issues in real-timeCoordinate staff, volunteers, and vendorsEnsure a seamless attendee experiencePost-Event ActivitiesConduct post-event evaluations and reportingAnalyze attendee feedback and KPIsProvide recommendations for future improvementsManage follow-ups and thank-you communicationsCross-Functional CollaborationWork with HR, Marketing, Finance, Professional Services, Managed Services and Operations teams.Support company culture initiatives and employee engagement eventsAssist with internal communications and company-wide meetingsSoft Skills & Core CompetenciesExceptional organization and multitasking abilitiesStrong communication (written and verbal)Attention to detail and problem-solvingDiscretion and professionalismTime management and prioritizationRelationship management and customer service mindsetAdaptability and ability to work in fast-paced environments