Executive Administrative Coordinator

Atrium is seeking on behalf of our client an Executive Administrative Coordinator based in Montclair, NJ

A background check may be run only after a conditional offer is made, where permitted by law

Position: Executive Administrative Coordinator

Location: Montclair, NJ

Employment Type: Full-time

Compensation: $70,000 - $80,000

Position Overview

The Executive Administrative Coordinator provides comprehensive administrative and operational support to senior executives, ensuring smooth daily operations and effective communication across departments. This role manages scheduling, travel, documentation, and project coordination while maintaining confidentiality and professionalism. The position requires strong organizational skills, attention to detail, and the ability to anticipate needs in a fast-paced environment.

Must be legally authorized to work in the United States.

Responsibilities

• Provide direct administrative and operational assistance to senior executives, including preparing written communications, editing correspondence, and managing professional communications.
• Oversee executive calendars, coordinate appointments, arrange meetings, and resolve scheduling conflicts while ensuring priorities and deadlines are effectively managed.
• Organize domestic and international travel, including transportation, lodging, itineraries, and meeting materials.
• Prepare, review, and submit expense documentation while maintaining accurate records and ensuring timely processing.
• Develop meeting agendas, presentations, and briefing documents to help executives prepare for discussions and engagements.
• Document meeting discussions, decisions, and follow-up responsibilities, distributing notes and action items to appropriate individuals.
• Evaluate incoming requests and communications, identifying urgent matters and determining when executive attention is necessary.

Required Experience/Skills

• Previous experience providing administrative or executive-level support in a professional environment.
• Ability to manage multiple assignments simultaneously while maintaining accuracy and meeting deadlines.
• Strong organizational capabilities and the ability to anticipate needs and independently manage priorities.
• Excellent verbal and written communication skills, including professional correspondence and document preparation.
• Strong interpersonal skills and the ability to interact professionally with individuals at all organizational levels.
• Strong attention to detail and the ability to follow through on assignments with minimal supervision.
• Advanced working knowledge of Microsoft Office applications.

Preferred Experience/Skills

• Experience supporting C-suite executives or senior leadership teams.
• Strong project coordination and event planning experience.
• Experience with travel management and expense reporting systems.
• Familiarity with corporate communication standards and document formatting.

Education Requirements

• High school diploma or equivalent required.
• Associate or bachelor's degree in business administration, communications, or a related field preferred.

Benefits

If eligible under the ACA, medical, dental and vision benefits and time off in accordance with local paid sick time laws will be offered. Additional benefits may include paid holidays, a 401(k)-retirement plan, life insurance, disability coverage, and an employee assistance program, where applicable. Other compensation programs may include overtime, shift differentials, bonuses, commissions, or other incentive compensation, where applicable.

Commitment to Diversity

As a woman-owned firm, we value diversity. We are an equal opportunity and affirmative action employer and will consider all applications without regard to race, sex (including gender, pregnancy, sexual orientation and gender identity), age, color, religion or creed, national origin or ancestry, veteran status, disability (physical or mental), genetic information, citizenship or any other characteristic protected by law. We will ensure that individuals with disabilities are provided with reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Candidates who apply for roles through the Atrium website will be added to our candidate pool and may be considered for additional roles of a similar title. Please contact us to request an accommodation.

EOE/M/F/D/V/SO

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Job Wrapping ID : #LI-AJ3