Executive Administrative Assistant

Job Description

Job Description

Executive Administrative & Communications Coordinator

Are you the person everyone turns to when something needs to get organized, polished, designed, tracked, or simply DONE?

We are an established, multi-location company with a fast-paced corporate office in Central New Jersey, seeking an exceptional Executive Administrative & Communications Coordinator to work directly alongside senior executive leadership.

Our environment moves quickly. There are multiple offices, departments, projects, deadlines, and priorities happening at the same time and no two days are exactly alike. We're looking for someone who enjoys that pace, stays organized when things get busy, and can take an idea or request and turn it into a polished, finished product.

This is not a traditional administrative position where you'll spend your day managing one person's calendar. It's a highly visible, hands-on role for someone who is organized, creative, tech-savvy, resourceful, and exceptionally strong with Microsoft Office.

What Your Day Might Look Like

You may start the morning updating an Excel report for leadership, move on to redesigning a company document, create an internal announcement in Canva, coordinate an order with a vendor, prepare materials for an executive meeting, and finish the day organizing the next steps for a company-wide project.

You'll also help manage branded merchandise and inventory, coordinate printed materials and company orders, create presentations and fillable forms, support internal communications and newsletters, maintain project trackers, assist with company events and special initiatives, and generally help keep important projects moving across the organization.

We Need Someone Who Can...

• · Work comfortably and professionally alongside executive and senior leadership.
• · Create polished Word documents, Excel spreadsheets, PowerPoint presentations, forms, trackers, and reports.
• · Use Canva to create professional internal communications, announcements, presentations, flyers, signage, and branded materials.
• · Manage multiple projects, requests, deadlines, and changing priorities without losing track of the details.
• · Coordinate vendors, quotes, orders, inventory, promotional products, printed materials, and deliveries.
• · Draft and format clear, professional internal communications.
• · Take ownership of a project, follow up with the right people, and keep it moving without needing constant direction.
• · Learn new technology and systems quickly.
• · Handle confidential information with discretion.
• · See something that needs to be done and take initiative to get it done.

What We're Looking For

We're looking for someone with 3+ years of administrative, executive support, communications, project coordination, office management, or similar professional experience.

You should be highly proficient in Microsoft Excel, Word, PowerPoint, Outlook, and Teams, with strong Canva skills and an eye for clean, professional design. Experience with Adobe Acrobat, SharePoint, vendor coordination, inventory/order management, internal communications, or event coordination is a plus.

But technical skills are only part of it.

You need to be able to keep up.

Our corporate environment is busy, collaborative, and constantly moving. Priorities can shift, executives may need something quickly, and several projects may require your attention at once. The right person doesn't get overwhelmed by that, they organize it, prioritize it, and figure out what needs to happen next.

If you're someone who loves checklists, catches the typo everyone else missed, can make an ugly spreadsheet actually useful, enjoys making documents look polished, and gets satisfaction from crossing projects off the list, we'd like to meet you.

Why This Role?

You'll have the opportunity to work closely with senior leadership and become involved in projects across virtually every area of the organization. You'll have visibility into how a multi-location company operates and the opportunity to make a noticeable impact on how we communicate, organize, and execute.

If you like being busy, enjoy variety, and love being the person who keeps everything moving behind the scenes, this may be exactly the role for you.

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