Executive Assistant

Job Description

Job Description

EXECUTIVE ASSISTANT

Location: Onsite

Reporting to the CEO, this role is responsible for executive level administrative support to the CEO, Managing Partner(s) and executives with a wide range of tasks to include but not limited to initiating and implementing processes to manage projects, coordinate events, and information. Manages meeting preparations, follow-up tasks, and travel arrangements. Develop positive and strategic relationships at all levels of the organization as well as use discretion, judgement, and knowledge of the organization to facilitate the executive's activities as well as maintain an open line of daily communication with the executives.

• Provides administrative support and assistance, such as writing and editing emails, drafting memos, and preparing communications on behalf of the Managing Partner(s) and any other assigned leadership staff.
• Completes expense reports in a timely manner.
• Coordinates complex travel arrangements for executives ensuring that all necessary files, materials, and supplies are assembled and itinerary prepared.
• Coordinates special event planning, ensuring leadership is prepared through data compilation, reports, statistical analysis, and other information and materials.
• Creates Purchase Orders (POs) and reviews and approves invoices for payment for related vendors.
• Initiates routine and non-routine correspondence and other written materials under own signature or for Executive signature.
• Interprets requests, supports implementation based on directives, and uses judgment to ascertain whether Managing Partner(s) should be notified of important or emergency matters. Unique situations will require a tailored approach and sound judgment.
• Manages the calendaring to include making appointments and prioritizing the most sensitive matters, exercising considerable discretion and judgment as to priorities and effective use of time.
• Prepares agendas, presentations, and other materials to support all meetings facilitated by the Managing Partner(s).
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
• Records meeting details and/or minutes as needed, disseminates as appropriate.
• Responsible for event management and logistics related to senior management for on-site and off-site meetings as requested, including document and itinerary preparation, coordinating location/venue booking, catering, setting up and breaking down after the meeting.
• Schedules, coordinates, and organizes meetings, including scheduling, sending reminders, and arranging catering as necessary.
• Synthesizes high-level summaries from multiple sources, including articles, blogs, webinars, and meeting notes, for ease of understanding in a precise and concise manner.
• Tasks may include but are not limited to transcribing confidential or technical information, coordinating office and program inspections, maintaining conference room appearance and functionality, and electronic file management.
• Performs other duties as assigned.

• High School diploma or equivalent required. Bachelor’s degree preferred.
• Ability to function well in a high-paced environment.
• Ability to maintain confidentiality, protect sensitive information and to exercise discretion and good judgement.
• Excellent interpersonal and client service skills.
• Excellent time management skills, ability to multi-task, and prioritize with a proven ability to meet deadlines.
• Excellent written and verbal communication skills.
• Keen understanding of office administration and clerical procedures.
• Strong organizational skills, time management skills and attention to detail.
• Superb problem-solving agility.
• Supervisory experience preferred.
• Extremely proficient with Microsoft Office Suite, and ability to learn new/updated software.

Certifications

• Notary preferred.

Work Hours:

• In-office work at the Little Falls, NJ location. Hybrid and remote work are not options for this position.
• Full-time, non-exempt, Monday to Friday 9:00 a.m. – 5:00 p.m. (one hour lunch).
• Overtime (over 40 hours) may be required from time to time.
• Medical, Dental, Vision, Long Term Disability, and 401(k) benefits offered.

Scarinci Hollenbeck is an Equal Opportunity Employer.