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.
Responsibilities:
- 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
Requirements:
- 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
