Executive Administrative Assistant

Plainsboro, NJ

Posted: 06/23/2022 Job Number: 20868238

Job Description

Executive Administrative Assistant
Plainsboro, NJ
Hybrid work schedule (avg 3 days/ week Onsite).
Schedule: Monday- Friday, 8: 30am-5: 00pm (Some flexibility).

Project Description:
  • Performs a variety of highly diverse and complex administrative tasks and activities of a responsible nature for a department, function or management requiring sound planning, organization, judgment, adaptability, and accountability.
  • Directly supports one or more individuals.
  • Interacts with internal and external sources at the upper management level on matters of importance to the function, the department, and/or of a sensitive nature.
  • Provides guidance and assistance to lower-level clerical/administrative positions.
  • May interact with global employees.
  • Coordinates multiple processes, procedures, or programs.
  • Develops reports and presentations.
  • Directs administrative activities, develops, and organizes procedures, and uses considerable written and verbal communication skills to represent the department.
  • Handles calendar management on behalf of the individuals supported.
  • Independently researches a wide variety of information requests and gathers and compiles reports and data.
  • Participates on, and provides administrative support to, project teams.
  • Performs a variety of routine office duties involving typing, invoicing, record and file maintenance, data entry, meeting/travel arrangements, planning and execution of either on or offsite department meetings, processing expense reports, department event planning (e.G., off sites, team building, group meetings), running reports, budget processing, and vendor management.
  • Performs other clerical/administrative and support duties as needed.
  • Provides support for budgets and may support a team with tracking budget spend.
  • Reviews and responds to correspondence and prepares documents and forms.
  • Works with internal and external parties to initiate, coordinate, and manage a variety of special projects which may require the knowledge of special terminology, practices, procedures, or operations.

Required Skills:
  • A high school diploma or GED required .
  • A minimum of 10 years of administrative or related experience required with at least 3 years' experience supporting executive level teams.
  • 3+ years' Experience supporting at the VP level (Will be supporting 1 VP, 2 Sr Directors and 1 Director) .
  • Experience Managing/Owning up to 4 calendars - Candidate will be expected to be able to make decisions, move meetings, etc... Without needing constant oversight/approval .
  • Experience w/Expense reporting and travel arrangements both national and international (Concur exp. Ideal) .
  • Advanced training or administrative certification a plus.
  • Ability exercise independent discretion and/or judgment.
  • Ability to handle sensitive and confidential information.
  • Ability to interact with all levels inside and outside of the organization along with HQ and Global Affiliates.
  • Ability to manage multiple priorities.
  • Ability to understand implications of work and make recommendations for solutions.
  • Ability to work independently.
  • Attention to detail required.
  • Demonstrates strong leadership abilities.
  • Excellent customer service skills.
  • Requires demonstrated computer skills and use of Microsoft Office (Word, PPT, Excel, Outlook) and Concur .
  • Requires extensive knowledge of the job and department served and complete knowledge of operations within a company.
  • Candidate needs to be responsive.
  • Quick decision making and prioritizing is a must .
  • This role will have some small project mgmt., so experience in managing small projects would be a plus.
  • Candidates should have experience supporting multiple people and departments AT THE EXECUTIVE LEVEL, including managing calendars, travel, & expenses.
  • Global experience is a plus.

This 6+ month position starts ASAP.

Please E-MAIL your resume (attachment to email) with rate and availability to Bridget: bridget@alphaconsulting.Com


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Bridget Burns

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