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Executive Assistant

3 months ago

Basking Ridge, United States Collabera Full time

About Our Company: We are a leading global digital software and talent solutions company headquartered in Basking Ridge, NJ. We create software engineering solutions and connect top talent to innovative global companies.


Our offerings include:

Software engineering (Ascendion)

Global Remote Talent Platform (Hyqoo)

Tech Workforce Transformation Solutions (Cognixia)


Basic Purpose

This position plays an integral role in the day-to-day operations for our executive leadership team, including our Chairman. This individual will be responsible for supporting up to three executives. Serving as the primary point of contact and gatekeeper, this position is responsible for managing multiple calendars, expense reports, travel logistics, and other special projects as needed. This position interacts directly with other senior leaders, employees, and clients.


You will support our executives throughout their day, ensuring they are able to maximize their impact in our office. Local errands and personal or family support are part of the role and occasional after hours or weekend work may be necessary (2-4 times a year).


Essential Duties and Responsibilities

  • Manage multiple calendars and proactively troubleshoot potential conflicts
  • Book domestic and international travel for extensive itineraries (multiple time zones, multi-city visits, etc.)
  • Coordinate all internal and external meeting logistics (booking spaces, securing ground transportation, ensuring meetings are executed efficiently)
  • Organizing events, daily lunches, and office activities
  • Ensure the executive is prepared for all meetings, collect necessary briefing materials ahead of time from various contributors.
  • Submit weekly expense reports
  • Screen emails and communicate relevant messages
  • Take notes for key meetings at the request of the executive
  • Anticipate and prepare materials needed for conferences, correspondence, appointments, telephone calls, etc.
  • Maintain a clean work environment for leader by regularly filing and sorting documents, binders, presentations, etc.
  • On occasion support with small personal tasks or special projects
  • Coordiante with family calendars and household logistics


Essential Education, Skills, and Environment

  • This person is a team-oriented individual who brings high energy and focus to a fast-paced, highly interactive office
  • Must be highly respsonsive to communications and essential needs
  • Competent with Microsoft Office, Office 360, Outlook Enterprise
  • Strong ability to take initiative and act in the best intersect of the leader and company
  • Excellent communication skills in speaking and writing
  • Ability to support the creation and development of slide decks, speeches, and other presentation-related materials.
  • Highly organized and able to multitask
  • Attention to detail and proactively work to solve problems or issues
  • Ability to work within a culturally diverse environment
  • Ability to manage through change with little supervision and work independently
  • Self-motivated, positive, and flexible outlook
  • Ability to multi-task in a very fast paced environment
  • Act with discretion and privacy given the nature of the role and exposure to sensitive information.


Collabera provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, immigration status, age, disability, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws”.

Accessibility for Applicants with Disabilities:

“Collabera is committed to working with and providing reasonable accommodation to individuals with disabilities. If you need accommodation at any stage of the employment application process, please email the People Operations Department (corprecruitusa@collabera.com) with your name, a detailed description of your requested accommodation, and the best method to contact you.