Executive Administrative Assistant

Executive Assistant (Contract to Hire)

Our client is seeking a highly organized and proactive Executive Assistant to provide high-level administrative support to senior leadership, including the CEO and executive team. This role requires a professional who can manage competing priorities, maintain confidentiality, and serve as a trusted liaison across all levels of the organization.

The ideal candidate thrives in a fast-paced environment, demonstrates strong judgment, and is comfortable handling complex scheduling, communications, and project coordination responsibilities.

Key Responsibilities

• Provide executive-level administrative support, including drafting communications, emails, and presentations on behalf of leadership.
• Manage complex calendars, schedule meetings, and prioritize sensitive and time-critical matters.
• Coordinate domestic and international travel arrangements, including detailed itineraries and supporting materials.
• Prepare meeting agendas, compile reports, and develop presentations for executive meetings.
• Record meeting minutes and ensure timely follow-up on action items.
• Handle expense reporting and purchase order creation; review and coordinate invoice processing.
• Plan and manage logistics for meetings, events, and offsite functions, including vendor coordination and catering.
• Serve as a gatekeeper and liaison, exercising discretion in determining priorities and escalating urgent matters.
• Prepare summaries and synthesize information from various sources into concise executive-level updates.
• Maintain organized electronic filing systems, office operations, and conference room readiness.
• Support special projects, data compilation, and administrative initiatives as needed.

Qualifications

• 5+ years of executive administrative support experience preferred.
• Strong ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills.
• Exceptional organizational and time management skills with strong attention to detail.
• High level of discretion and ability to handle confidential information.

Work Environment & Schedule

• 100% onsite in Little Ferry, NJ
• 9-5 pm with one hour unpaid lunch- 35 hour workweek. Some OT required from time to time.