Executive Administrative Assistant

Raphael & Associates is a globally recognized third-party claims administrator and independent claims adjusting firm, known for delivering exceptional service. We understand the importance of staying agile in a dynamic market and pride ourselves on tailoring our solutions to meet the unique needs of each client. While the work we do as a claims organization is complex, our mission is clear: to deliver outstanding service, attract and retain top-tier professionals, and leverage industry-leading technology to drive results.

Join Our Team
As a leader in the industry, we offer dynamic and rewarding career opportunities for individuals who are driven to make an impact. Our culture is built on collaboration, innovation, and a shared commitment to excellence. We value professionals who bring creativity, vision, and a proactive, results-oriented mindset.
We are seeking experienced, motivated, and forward-thinking individuals to join our team and contribute to our continued success.

The Opportunity
We are seeking a proactive, highly organized Executive Assistant to provide high-level administrative and operational support to senior leadership. As Raphael & Associates continues to grow, this role will be essential in ensuring the executive team operates efficiently and effectively. The Executive Assistant will manage complex calendars, coordinate communications, meetings, and travel, and support seamless day-to-day operations at our Rutherford headquarters.

This role will be primarily in office at our Rutherford, NJ office location with periodic travel to our New York office for meetings.

Key Responsibilities

• Act as a strategic partner to executives by anticipating needs, prioritizing tasks and proactively resolving issues
• Serve as a liaison between senior leadership and internal/external stakeholders, maintaining strong relationships
• Plan and organize executive meetings, client visits, and company events, including all related logistics
• Prepare executives for meetings, including compiling decks, briefing materials, preparing reports, executive summaries and follow-ups
• Manage executive calendars; schedule and coordinate meetings and prepare agendas
• Arrange domestic and international travel, including itineraries, accommodations, and ground transportation
• Draft, proofread, and distribute internal and external communications on behalf of senior leadership; handle confidential correspondence
• Oversee office readiness for client visits, coordinate with vendors and facilities for supplies and maintenance
• Handle sensitive information with the highest level of discretion and professionalism
• Provide general administrative support to executives, enabling them to focus on strategic priorities
• Responsibilities may expand or shift in alignment with organizational priorities

Qualifications

• 7+ years’ experience in supporting C-level or Senior Executives
• Bachelor’s Degree preferred but not required
• Proficiency with Microsoft Office Suite and calendar and travel booking tools
• Exceptional organizational and time management skills
• Strong written and verbal communication skills with excellent attention to detail
• Proactive problem solver with the ability to prioritize in a fast-paced environment
• Ability to maintain high level of confidentiality with professional demeanor

Benefits and Perks
We are an organization that values and recognizes the contributions of our team members. We offer a competitive compensation and benefits package commensurate with experience, including base salary, performance-based incentives, paid time off, comprehensive medical, dental, vision, and life insurance, as well as a 401(k) plan with company matching.

Raphael & Associates is an Equal Opportunity Employer. We are committed to building an equitable, collaborative and diverse workforce throughout our organization by providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other legally protected characteristic. This policy extends to all aspects of our employment practices, including but not limited to, recruiting, hiring, discipline, terminations, promoting, transferring, compensation, benefits, training, leave of absence, and other terms, conditions, and benefits of employment.

The above is intended to describe this job's general requirements. It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.