Executive Assistant

Job Description

Job Description

Company Overview
Topaz HR is a dynamic outsourced HR firm serving companies across diverse industries, specializing in a broad spectrum of HR and employee relations projects.

Position Overview
Topaz HR is seeking a highly detailed-oriented, proactive, and experienced Executive Assistant who excels at time management and thrives in a fast-paced environment to support the leadership team.The ideal candidate is driven, proactive, and capable of juggling multiple tasks while ensuring each is completed efficiently and with precision. The Executive Assistant serves as a gatekeeper, problem-solver, project coordinator, and culture driver, playing a key role in client intake, scheduling, office management, and supporting executives to ensure smooth daily operations.

The Executive Assistant is an integral part of the leadership team, helping to keep the organization running smoothly and efficiently. Our client offers a fast-paced, dynamic work environment with ample opportunities for growth and professional development.

Location: West Orange, NJ
Schedule: Onsite

• Monday – Thursday, 9:00 AM – 5:30 PM
• Friday, 9:00 AM – 3:30 PM

Employment Type: Full-Time
Salary: $65,000 – $75,000 USD/Annually
Benefits: Health, Generous 401(k) & PTO

• Own and manage the executives’ calendars—anticipating needs, resolving conflicts, and making sure they’re always focused on what matters most
• Serve as a strategic partner by helping prioritize tasks, manage follow-ups, and keep projects moving forward
• Coordinate meetings, internal projects, and cross-functional initiatives, ensuring all stakeholders are informed and aligned
• Act as a buffer and gatekeeper by protecting time, filtering requests, and managing the flow of communication
• Support a positive, productive office environment, through a caring yet firm approach — helping manage team dynamics, troubleshoot issues, and maintain a great atmosphere
• Assist in team coordination, keeping everyone on track and aligned with the executives’ priorities
• Maintain an organized office environment by managing supplies, coordinating office needs, and ensuring the workspace is functional and efficient
• Communicate clearly and professionally with internal and external stakeholders; building trust and strengthening relationships
• Delegate or redirect tasks as needed to ensure focus stays on the highest-value items
• Assist with planning and organizing company events, meetings, and special projects

Qualifications

• Minimum 5 years of experience as an Executive Assistant or in a similar high-level support role
• Exceptional attention to detail and accuracy in scheduling, documentation, and follow-through
• Strong verbal and written communication skills, with the ability to engage confidently with executives, clients, and team members
• Proven ability to thrive in a fast-paced, high-pressure environment with shifting priorities
• Excellent time management and prioritization skills, with a proactive, self-directed approach
• High emotional intelligence and professionalism when interacting across all levels of the organization
• Discreet and trustworthy with handling sensitive and confidential information
• Proficient in Microsoft Office Suite; familiarity with project management tools a plus
• Demonstrated track record of being driven, solutions-oriented, and goal-focused
• Past experience or interest in Human Resources a plus but not required

Compensation
The published salary range is used as a guide to provide prospective candidates with a level of compensation that is competitive with today’s market. The salary range for this position is a good faith estimate that allows for flexibility to align with various levels of experience, education, and performance.

EEO Statement
Topaz HR is an Equal Opportunity Employer, and we do not discriminate on the basis of race, color, religion, gender, national origin, age, disability, or any other status protected by applicable law. We value and are committed to creating an inclusive environment for all employees.

Our client is the premier pharmacy partner for long-term-care communities that share their commitment and priority to patient care first. The company has transformed the conventional medication management process by being high-touch and patient-focused. Our client works tirelessly to streamline the often-disjointed communication process between the integral stakeholders in the medication ordering and administration life cycle. This is accomplished by simplifying processes, educating, and communicating frequently. The comprehensive technology solutions and breadth of pharmaceutical products and services allow our client to be nimble and creative in offering the right service to meet every unique customer need. The company understands its customers’ needs and upholds the industry’s highest standards with strict adherence to federal and state regulations.

Company Description

Our client is the premier pharmacy partner for long-term-care communities that share their commitment and priority to patient care first. The company has transformed the conventional medication management process by being high-touch and patient-focused. Our client works tirelessly to streamline the often-disjointed communication process between the integral stakeholders in the medication ordering and administration life cycle. This is accomplished by simplifying processes, educating, and communicating frequently. The comprehensive technology solutions and breadth of pharmaceutical products and services allow our client to be nimble and creative in offering the right service to meet every unique customer need. The company understands its customers’ needs and upholds the industry’s highest standards with strict adherence to federal and state regulations.