Executive Assistant

 Job Description:

The Executive Assistant provides administrative support for the highly visible Senior Vice President. We are seeking a true team player with exceptional organizational skills, a high degree of professionalism, and the ability to manage multiple priorities in a fast-paced environment is who this role will be perfect for. This support professional provides comprehensive administrative, operational, and project support to the executive and department team. This role requires exceptional organizational skills, sound judgment, attention to detail, and the ability to proactively manage competing priorities while maintaining confidentiality and fostering positive relationships across the organization. This support includes meeting planning and preparation, complex calendar management, event coordination, expense reporting, and complex travel management. This role will include a great deal of cross collaboration and serve as the backup for other members of the Administrative Support team in the Ewing, NJ office.

Administrative Support Duties and Responsibilities

Executive Support

• Serve as a trusted partner to the executive, exercising sound judgment and discretion when handling confidential and sensitive information.
• Proactively identify opportunities to improve efficiency and streamline administrative processes.
• Anticipate executive needs and take initiative to address issues before they arise.
• Manage and prioritize competing requests while ensuring critical deadlines are met.

Communication Management

• Draft, proofread, and distribute correspondence, meeting follow ups, presentations, and other business communications.
• Act as a liaison between the executive and internal/external stakeholders, ensuring timely and professional communication.
• Monitor and respond to inquiries on behalf of the executive as appropriate.

Project & Operational Support

• Support special projects and strategic initiatives by tracking milestones, deliverables, and follow-up activities.
• Maintain action item logs and ensure timely completion of assigned tasks.
• Ability to quickly adapt to new processes and technologies as they are implemented.

Stakeholder & Relationship Management

• Build and maintain effective working relationships with employees, customers, vendors, partners, and senior leadership.
• Coordinate with external vendors and service providers to ensure timely delivery of services and materials.
• Represent the executive and department professionally in all interactions.

Event & Team Support

• Coordinate large-scale meetings, leadership offsites, conferences, and company events.
• Manage event budgets and vendor contracts to ensure cost-effective execution.
• Oversee event logistics, attendee communications, registration management, and post-event follow-up activities.

Travel Arrangements

• Arrange travel accommodation, including flights, hotels, ground transportation, and visa.
• Keep executive aware of her individual travel itineraries and maintain centralized travel tracker with all details.
• Ensure compliance with company travel policies.

 Calendar Coordination

• Continually maintain unobstructed availability and anticipate needs and potential conflicts to update executive calendar allowing for the most efficient utilization of their time.
• Assist in prioritizing appointments and meetings based on importance and urgency.
• Coordinate with team members to align schedules.

 Expense Management

• Collect, review, and process expense reports.
• Verify receipts and ensure adherence to company expense policies.
• Prepare detailed expense reports for executive review, approval, and reimbursement in a timely manner.

 Meeting Scheduling

• Schedule and organize meetings, conferences, and appointments.
• Arrange meeting rooms, equipment, and catering (including contracts and negotiating) as needed for team events. Ensure dietary preferences and restrictions are accommodated.
• Schedule and attend weekly team and staff meetings as an active participant, recording action items and notes as required.
• Coordinate internal meetings, including setting up team building events, ordering swag or collateral and managing location logistics as required.
• Communicate meeting details and agendas to participants.
• Assist in preparing presentations for various meetings as required.

TRAVEL REQUIREMENTS

• This position requires less than 10% travel.

This position is also eligible for company-sponsored benefits, which include:

• Health (medical, RX, dental, vision) - effective immediately
• 401(k) with Employer Safe Harbor and Profit Sharing Contributions - effective immediately
• Short and Long Term Disability Coverage
• Mental Health and Wellbeing (6 employer sponsored therapy and coaching sessions)
• Individual Wellness Platform
• Paid Parental Leave
• Generous PTO and Company Paid Holidays
• LinkedIn Learning
• Tuition Reimbursement
• Kudos (employee recognition and engagement platform)
• Catered Lunches 2x/week on in office days