Executive Assistant (Confidential Search)

Job Title: Administrative Assistant to C-Level Staff
Location: Burlington, NJ (In-Person)
Reports to: CEO, President and other C-level Executives
Industry: Trailer Dealership, Industrial/Commercial Real Estate, Property Management

Position Overview:

We are seeking a highly organized and detail-oriented Administrative Assistant to provide top-tier administrative support to our C-level executives. The ideal candidate will possess strong administrative skills with a background in paralegal support and accounting knowledge. This role will support our group of companies, including a trailer dealership, industrial/commercial real estate, and property management, ensuring seamless operations and efficient executive workflow.

Key Responsibilities:

• Executive Support:
• Manage executive calendars, appointments, and meetings.
• Prepare, review, and edit documents, presentations, and reports.
• Handle confidential information and communications with discretion.
• Coordinate travel arrangements and itineraries for executives.
• Paralegal/Legal Support:
• Assist with basic legal research, document preparation, and contract management.
• Support in drafting, reviewing, and organizing legal documents such as leases, contracts, and other agreements.
• Maintain legal files and ensure compliance with regulations for various business activities.
• Accounting/Finance Support:
• Support accounting department with basic bookkeeping tasks including invoice tracking, expense reports, and data entry.
• Assist in reconciling accounts, managing budgets, and preparing financial reports as needed.
• Collaborate with finance teams to ensure timely processing of financial documents.
• Office Management:
• Serve as the point of contact for internal and external communications.
• Maintain office supplies, equipment, and liaise with vendors and service providers.
• Organize company events, meetings, and special projects as assigned.
• Project Management:
• Coordinate cross-functional initiatives within the dealership, real estate, and property management divisions.
• Track project progress, prepare status reports, and ensure timely follow-ups with relevant teams.

Qualifications:

• Education:
• Bachelor’s degree preferred or equivalent experience.
• Paralegal certification or relevant legal coursework is a plus.
• Experience:
• Minimum of 3-5 years of experience as an administrative assistant, preferably in a fast-paced environment supporting senior management.
• Experience with paralegal work, specifically contract management and compliance.
• Familiarity with accounting principles, invoicing, and bookkeeping.
• Skills:
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills.
• High attention to detail with the ability to manage multiple tasks and priorities.
• Strong organizational skills with a proactive, problem-solving mindset.
• Other:
• Ability to maintain a high level of confidentiality.
• Knowledge of the commercial real estate industry and/or trailer dealership operations is a plus.
• Familiarity with accounting software (e.g., QuickBooks) and legal software is advantageous.

Benefits:

• Competitive salary commensurate with experience.
• Comprehensive health, dental, and vision benefits.
• 401(k) with company match.
• Paid time off and holidays.
• Opportunities for professional development and career growth.

To Apply:
Please submit your resume and a cover letter detailing your qualifications and experience to [Insert contact info].

Executive Administrative Assistant

Job brief

We are seeking a skilled Executive Administrative Assistant to deliver efficient secretarial and administrative support in a well-organized and timely manner.

This role involves working closely with executives, handling various tasks to streamline their work and communications. As an individual contributor, you will provide personalized assistance, ensuring smooth operations and effective communication.

Your responsibilities will range from managing schedules and correspondence to organizing meetings and maintaining confidentiality.

We require someone who is proactive, detail-oriented, and possesses exceptional organizational and communication skills.

Join our team and contribute to the success of our executives and the overall efficiency of our organization.

Responsibilities

· Act as the point of contact between the executives and internal/external clients

· Undertake the tasks of receiving calls, take messages and routing correspondence

· Handle requests and queries appropriately

· Maintain diary, arrange meetings / appointments and provide reminders

· Make travel arrangements

· Take dictation and minutes and accurately enter data

· Monitor office supplies and research advantageous deals or suppliers

· Produce reports, presentations and briefs

· Develop and carry out an efficient documentation and filing system

Requirements and skills

· Proven experience as an Executive Administrative Assistant, Senior Executive Assistant or in other secretarial position

· Full comprehension of office management systems and procedures

· Excellent knowledge of MS Office and QuickBooks

· Proficiency in English

· Exemplary planning and time management skills

· Up-to-date with advancements in office gadgets and applications

· Ability to multitask and prioritize daily workload

· High level verbal and written communications skills

· Discretion and confidentiality

· Team Player/Collaborative

· High School degree; additional Education and qualification as personal assistant would be considered an advantage

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Burlington, NJ 08016: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person