Executive Assistant

3 days ago

Princeton Junction, United States International Process Plants Full time

Executive Assistant to the President and EVP

Location: 410 Princeton Hightstown Road Princeton Junction, NJ (On-Site Monday - Friday)

Position Type: Full-time Exempt


About IPP

Since 1978, IPP has been a leader in supplying and acquiring process plants, systems, and equipment to various industries, including pharmaceutical, specialty chemical, fine chemical, industrial chemical, petrochemical, and power generation. IPP specializes in offering sustainable industrial solutions by providing pre-existing and new process equipment with unmatched cost and delivery advantages. Learn more at www.internationalprocessplants.com.


Position Overview

We are seeking a highly organized and detail-oriented Executive Assistant to support the President and Executive Vice President (EVP) of our family-owned, international company. This executive-level role requires a strong understanding of general office procedures, exceptional communication skills, and the ability to manage multiple priorities in a fast-paced environment.

As the Executive Assistant, you will handle a wide range of administrative and clerical responsibilities, acting as a key liaison between the executives, internal teams, and external clients. This is a critical role that demands professionalism, discretion, and a proactive approach.


Key Responsibilities:


Administrative Support

  • Monitor and manage email inboxes for the President and EVP, prioritizing urgent communications.
  • Oversee calendar management, including scheduling meetings, arranging conference calls, and coordinating travel (domestic and international).
  • Draft, edit, and format reports, proposal letters, and internal documents, including redlining as needed.
  • Prepare and process expense reports using Concur.

Communication & Coordination

  • Serve as the primary point of contact for incoming calls and emails, screening and responding on behalf of the executives as directed.
  • Coordinate with international offices and clients, managing time zone differences for meetings and communications.
  • Organize and execute meetings (on-site and off-site), including logistics and follow-ups.

Office Management & Clerical Tasks

  • Perform routine office duties such as data entry, record-keeping, invoicing, and file maintenance.
  • Maintain an organized filing system for ongoing projects, staffing, and personal documentation.
  • Print and distribute weekly industry news updates and maintain contact databases in Outlook and HubSpot.

Project & Team Support

  • Provide administrative assistance to project teams and collaborate with departments as needed.
  • Track emails and tasks to ensure timely responses and follow-ups on all action items.
  • Assist with onboarding and managing leads in HubSpot, providing status updates to sales teams.

Personal Assistance

  • Arrange personal appointments and manage requests for the President and EVP.
  • Assist with personal tasks, including mailing checks, tracking payments, and maintaining medical records.

Event & Morale Coordination

  • Plan and coordinate in-office celebrations and external events, including holiday parties and team-building activities.
  • Organize and send gifts for staff and clients for special occasions, including holidays and milestones.


Qualifications

  • Education & Experience: Proven experience in executive-level administrative support, preferably in a global business environment.
  • Technical Skills: Proficiency in Microsoft Office Suite (Outlook, Word, Excel), Zoom, Teams; experience with HubSpot and Concur is a plus.
  • Communication Skills: Exceptional written and verbal communication skills; shorthand is a plus.
  • Organizational Skills: Strong planning, multitasking, and time-management abilities with acute attention to detail.
  • Interpersonal Skills: A team player with the ability to work collaboratively and adapt to different personalities and workstyles.
  • Confidentiality: High level of discretion and professionalism in handling sensitive information.


Preferred Attributes

  • Self-starter with a proactive and problem-solving mindset.
  • Ability to thrive in a fast-paced, dynamic work environment.
  • Familiarity with international travel arrangements and visa/medical documentation processes.


Join our team to play a pivotal role in supporting our executives and driving organizational efficiency. Your adaptability, initiative, and professionalism will contribute to the success of our global operations.

  • Executive Assistant

    2 weeks ago

    Princeton, United States J & J Staffing Resources Full time

    Our client, a prestigious law firm located in Princeton, NJ has an immediate need for a highly organized Executive Assistant to support their partners and staff. This person will help with office management, HR tasks, and more to keep things running smoothly. This is a Full Time, fully onsite, and temp to hire opportunity. Hours are 8:30am to 5:30pm with a...

  • Executive Assistant to Senior Executives

    3 weeks ago

    Princeton, New Jersey, United States Legal services company Full time

    About This RoleWe are seeking an exceptional Executive Assistant to provide comprehensive administrative support to our senior executives. As a key member of our team, you will be responsible for managing complex calendars, coordinating meetings, and preparing necessary materials for presentations and data analysis.This role involves meeting coordination,...

  • Executive Assistant

    3 days ago

    Princeton, New Jersey, United States YWCA Princeton Full time

    We are seeking a talented Executive Assistant to join our team at YWCA Princeton. This role will provide high-level administrative support to our C-Suite officers, including the CEO. The ideal candidate will have at least 2 years of experience in providing executive-level support and be proficient in Spanish.Responsibilities:Directly reporting to the CEO to...

  • Executive Assistant

    4 months ago

    Princeton, United States J & J Staffing Resources Full time

    Our client is seeking a highly organized Executive Assistant to support their partners and staff. This person will help with office management, HR tasks, and more to keep things running smoothly.Key Responsibilities:Post job ads, screen resumes, and schedule interviews.Help interview candidates with the paralegal supervisor.Handle paperwork for disability,...

  • Executive Assistant Lead

    3 weeks ago

    Princeton, New Jersey, United States Verus LLC Full time

    Verus LLC is looking for a highly organized and efficient Executive Assistant Lead to join our team. In this role, you will provide direct administrative support to our CEO and senior executives, ensuring seamless day-to-day operations.Your responsibilities will include managing executive calendars, coordinating meetings, preparing materials, and handling...

  • Executive Assistant- US

    7 months ago

    Princeton, United States Innova Solutions Full time

    Innova Solutions is immediately hiring for an Administrative - Executive AssistantPosition type: Full-time ContractDuration: 12 MonthsLocation: Lawrenceville, NJ 08648 (Onsite)As an Administrative - Executive Assistant, you will:The Executive Associate II position will provide administrative support for the Chief Inclusion & Diversity Officer as well as the...

  • Executive Administrative Assistant

    1 month ago

    Princeton, United States Princeton University Full time

    Overview About Princo Princo is widely recognized as an innovative leader in the investment management industry. We manage Princeton University’s $34 billion Endowment through a global network of top-tier investment firms that span both traditional and alternative asset classes such as public equities, private equity and venture capital, hedge funds and...

  • Executive Chef Assistant

    3 days ago

    Princeton, New Jersey, United States Institute for Advanced Study Full time

    The Institute for Advanced Study is seeking a highly motivated Executive Chef Assistant to support the Chef in creating an exceptional culinary experience for the Institute Community and its invited guests.This exciting opportunity comes with a competitive salary of $67,000 per year and a chance to work in a dynamic and prestigious institution.The successful...

  • Executive Assistant to Leadership

    3 weeks ago

    Princeton, New Jersey, United States Church & Dwight Company, Inc. Full time

    Job SummaryWe are seeking an experienced Executive Assistant to provide high-level administrative support to our leadership team. This is a unique opportunity to work with a dynamic team and contribute to the success of our organization.Key ResponsibilitiesCalendar Management: Organize and manage the leadership calendar, coordinating internal and external...

  • Assistant Dietary Director/Executive Chef

    3 months ago

    Princeton, United States Carnegie Post Acute Skilled Nursing at Princeton Full time

    Job DescriptionJob DescriptionAssistant Dietary Director/Executive Chef for Carnegie Post Acute Skilled Nursing at Princeton in Princeton Shift/hours: Full TimeFull TimeNursing Home Facility seeking an Assistant Dietary Director/Executive Chef Responsibilities include: Prepare and serve nutritious meals to our residents in a safe sanitary manner in...

  • Executive Director

    2 weeks ago

    Princeton, United States Princeton University Full time

    Overview: Transportation and Parking Services (TPS) administers the University’s parking and campus transportation programs, oversees the management of the University’s 900-vehicle fleet, and leads the University’s planning for pedestrian and bicycle facilities on campus and in coordination with local agencies in multijurisdictional areas. TPS is...

  • Executive Director

    3 weeks ago

    Princeton, United States Princeton University Full time

    Overview: Transportation and Parking Services (TPS) administers the University’s parking and campus transportation programs, oversees the management of the University’s 900-vehicle fleet, and leads the University’s planning for pedestrian and bicycle facilities on campus and in coordination with local agencies in multijurisdictional areas. TPS is...

  • Executive Director, Humanities Initiative,

    5 months ago

    Princeton, United States InsideHigherEd Full time

    OverviewPrinceton University recently launched the Humanities Initiative, a three-year initiative that will highlight, strengthen, and expand humanities research, education, advocacy, and outreach at Princeton and establish the foundation for an eventual Humanities Institute on campus. As a set of academic disciplines, the humanities seek to understand human...

  • Executive Director of Event Operations

    3 days ago

    Princeton, New Jersey, United States Sun Pharmaceutical Industries Full time

    Job Overview:Sun Pharmaceutical Industries is a leading global pharmaceutical company, and we are seeking an experienced Executive Director of Event Operations to join our team. This role will be responsible for managing corporate meetings and events, ensuring seamless logistics and execution. The ideal candidate will have a strong background in event...

  • Administrative Support Specialist

    3 weeks ago

    Princeton, New Jersey, United States Otsuka Pharmaceutical Co., Ltd. Full time

    About Otsuka Pharmaceutical Co., Ltd.Otsuka Pharmaceutical Co., Ltd. is a Japanese multinational pharmaceutical company that offers innovative products and services to improve human health.Job Title: Administrative Support SpecialistWe are seeking an experienced Administrative Support Specialist to provide exceptional administrative support to our senior...

  • Executive Operations Manager

    3 weeks ago

    Princeton, New Jersey, United States Aramark Full time

    Job SummaryAramark is seeking an Executive Operations Manager to lead our team in Princeton, NJ. In this role, you will be responsible for planning, managing, and guiding contracted services for multiple sites, generating $2-15M+ in revenue.About the RoleLeads a team that provides operational expertise in contracted services while providing hands-on...

  • Clinical Development Manager

    3 weeks ago

    Princeton, New Jersey, United States BESTMSLs Full time

    About UsBESTMSLs is a leading company in the clinical trial industry, dedicated to providing exceptional services and expertise to our clients.Job DescriptionWe are seeking an experienced Clinical Trial Liaison Manager to join our team. The successful candidate will be responsible for overseeing site trial delivery, subject recruitment, protocol adherence,...

  • Administrative Assistant

    3 days ago

    Princeton, United States Robert Half Full time

    Job DescriptionJob DescriptionWe are in search of a dedicated Administrative Assistant to be an integral part of our team in Princeton, New Jersey. As an Administrative Assistant, your role will be pivotal in managing and executing administrative tasks, ensuring smooth operations within the team. This role offers a short term contract employment...

  • Director of Educational Programs

    2 months ago

    Princeton Junction, New Jersey, United States Learning Care Group Full time

    About the RoleThe Assistant Director is a key member of our team, responsible for the introduction, execution, and oversight of all child care center curriculum offerings. This role involves developing, training, and coaching staff members to ensure the effective delivery of educational programs along the Kindergarten Readiness Pathway.Key...

  • Lead Educator, Curriculum Developer

    3 days ago

    Princeton Junction, New Jersey, United States Learning Care Group Full time

    About Us">At Learning Care Group, we are committed to making a positive impact on every child, their families, and the communities we serve. We strive to drive learning innovations, be a champion for children, and move education forward.">The Assistant Director Role">We are seeking a dedicated and experienced individual to join our team as an Assistant...