Executive Assistant

Title: EXECUTIVE ASSISTANT TO THE CXO

Location

Newark, New Jersey | Employment Type: 12-Month Contract | Potential: Permanent, Full-Time | Hiring: Immediate | Compensation: DOE

Position Overview

Systech International Inc. is seeking a highly organized, proactive, and discreet Executive Assistant to support the CXO with executive scheduling, business coordination, communications, administrative operations, and follow-up activities. The ideal candidate will demonstrate excellent judgment, attention to detail, confidentiality, and the ability to manage competing priorities in a fast-paced corporate environment.

Key Responsibilities

• Executive Support: Manage the CXO's calendar, appointments, priorities, correspondence, and daily schedule; anticipate needs and resolve scheduling conflicts.
• Meetings & Follow-Ups: Coordinate internal and external meetings, prepare agendas and materials, document decisions and action items, and follow up on outstanding commitments.
• Timesheets & Approvals: Track timesheets, travel authorizations, administrative requests, and pending approvals; coordinate with relevant departments to ensure timely completion.
• Travel & Expenses: Arrange business travel, accommodations, itineraries, and transportation; coordinate expense reports, receipts, and approvals.
• Communication & Reporting: Draft professional emails, letters, reports, presentations, and meeting summaries; maintain accurate records and confidential documents.
• Business Coordination: Liaise with executives, employees, clients, vendors, and internal departments; monitor deadlines, escalate urgent matters, and support operational priorities.

Required Qualifications & Experience

• 5 Plus years of proven experience as an Executive Assistant, preferably supporting a CXO, CEO, President, or other senior executive.
• Demonstrated experience in calendar management, meeting coordination, business correspondence, travel arrangements, timesheet tracking, and approval follow-ups.
• Excellent written and verbal communication, organizational, prioritization, and problem-solving skills.
• Proven ability to handle confidential information, manage multiple deadlines, exercise sound judgment, and work independently.
• High school diploma or equivalent required; a degree or diploma in Business Administration or a related field is preferred.

Technical Skills

• Microsoft Outlook: Calendar, scheduling, email, and meeting management.
• Microsoft Word, Excel & PowerPoint: Business correspondence, reports, spreadsheets, timesheet and approval tracking, basic formulas, and executive presentations.
• Microsoft Teams & Microsoft 365: Virtual meetings, collaboration, and document sharing.
• ServiceNow: Familiarity with service requests, ticket tracking, workflow management, and approval processes.
• SAP Fieldglass: Familiarity with contingent workforce administration, timesheet management, and approval workflows.
• Experience with expense management, travel booking, timekeeping, and document management systems is preferred.

Essential Soft Skills

Exceptional organization and attention to detail; professionalism, discretion, and confidentiality; proactive follow-up and accountability; strong interpersonal and stakeholder management skills; adaptability, initiative, time management, and the ability to anticipate executive needs and perform effectively under pressure.