Jersey City, New Jersey, United States

The ideal candidate will provide top-level assistance for the CEO. They should be well-organized and be comfortable in assisting with daily business and errands /tasks for the executive. The candidate must operate with a positive attitude and team-oriented personality, high level of discretion and confidentiality, exercise solid judgment, and have a strong work ethic.


  • Provide comprehensive administrative and secretarial support
  • Run errands and make appointments for business and personal needs
  • Perform as a liaison between executive and household members.
  • Work alongside the executive’s personal assistant to ensure that executives’ household and work calendars are accurately handled.
  • Arrange, confirm and manage the executive’s day-to-day calendars; make appointments and prioritizing most sensitive matters for both business and personal engagements
  • Act as a project manager for various projects assigned by executive
  • Use various software, including word processing and PowerPoint to prepare special projects
  • Provide administrative assistance, such as writing and editing emails, drafting memos and preparing communications on the executive’s behalf
  • Manage executive’s project schedule and keep track of deadlines and/or follow ups
  • Prepare and distribute minutes of meetings to ensure team organization
  • Organize meetings, including scheduling, sending reminders and organizing catering when necessary
  • Handle all office management duties including:
  • Manage office logistics
  • Assist with administrative duties: scheduling appointments, planning travel arrangements, checking emails, answering and making phone calls
  • Maintain general office functions, including office supply inventory and ordering, performing regular office rounds to ensure office machines are in order.
  • Oversee office storage and file maintenance, including organization of supplies and storage.
  • Oversee staff meeting organization (meeting reminders, food, staff reports and materials).
  • Manage systems to ensure the office is tidy and organized, coordinating kitchen cleaning, organizing, and restocking.
  • Track office expenses
  • Lead office clean-up and organization.
  • Act as a liaison with the building management on any suite needs (e.g. carpet cleaning, light fixture replacement, office temperature, etc.).
  • Responsible for office celebrations (birthdays, baby showers, team building, holiday parties, etc.).
  • Mail out packages as needed to FedEx
  • Assist with additional general office tasks as needed
  • Plan and schedule travel for staff


  • 2-3 years of administrative, executive, or personal assistant experience
  • Must be flexible to work during off hours if needed
  • Comfortable with children
  • Experience or Knowledge of business licensing
  • Excellent time management skills and ability to meet deadlines
  • Strong organizational skills with the ability to multitask
  • Problem-solving and decision-making skills
  • Ability to act as gatekeeper and escalate relevant information to executives as needed
  • Excellent verbal and written communication skills
  • Ability to work effectively with minimal supervision
  • Ability to treat confidential information with appropriate discretion
  • Exceptional attention to detail
  • Familiarity with Microsoft Office Suite
  • Proficient in Microsoft PowerPoint

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