Executive Assistant

5 days ago

Hoboken, United States Tandym Group Full time

An organization in New Jersey is actively seeking an organized and hardworking professional to join their staff as an Executive Assistant.

In this role you will be dealing with matters of a highly confidential nature, providing administrative support to the Executive Team. Must have strong written, verbal and review skills, be self-motivated, detailed oriented, resourceful, able to prioritize and be a team player.

Requirements:

  • Must be flexible and adapt to unpredictable work schedule to support the needs of Executive.
  • Professionally prepares and edits correspondence, communications, presentations, and other documents accurately and distributed within a specific time frame - emails, thank you notes, etc.
  • Expert handling of all related tasks to ensure the smooth running of executive's work and scheduling.
  • Maintain "To Do" List
  • Keeps active list including calls to return, requests for meetings, long term, and short-term projects, etc.
  • Act as first point of contact and represent executive office in a professional, sophisticated manner.
  • All reports to be prepared accurately by agreed upon due dates.
    • Expense Reports, PowerPoint presentations, etc.
  • Manage and maintain executives' schedules, appointments and travel, and lodging arrangements. Schedule meetings requested within the timeframe designated.
  • Extensive Calendar Planning
    • Proactive (daily, quarterly, annual meetings, trips)
    • Efficient use of time / high return on time / good workflow
    • Extensive travel / logistics
    • Reminders for follow up items post-meeting / trip.
    • Industry Conferences - maintain schedule of events, coordinate meeting schedules.
  • Plan and schedule executive events, outings, and Board of Directors dinners.
  • Investor Relations
    • General understanding of investor outreach process/investor conference schedule
    • Updates list of investors
    • Actively maintains electronic files.
    • Event integration with calendar
    • Pulls research for conferences/meetings.
    • Scanning to ensure easy access and availability of information.
  • Monitor, screen, respond to and distribute incoming communications (i.e., phone, emails, messages) in a professional manner.
  • Follows up on important items.
  • Maintains updated contact information.
  • Incoming mail/messages to be date stamped and distributed to executive within two hours of receipt.
  • Maintain and manage all appropriate filing of necessary paperwork.
  • Prepare and distribute the approved agenda no later than two days prior to a meeting.
  • Coordinate all required equipment and/or presentation material.
  • Contributes to special events, firm-related projects, as needed.
  • Ensure proper phone/email coverage is always arranged, including during planned absences.
  • Keeps all work/messages confidential.

Qualifications:

  • Bachelors' degree and 3 - 5 years related experience and/or training; or equivalent combination of education and experience.
  • Advanced knowledge in word processing applications (Microsoft Word, Excel, PowerPoint).
  • Ability to read and comprehend instructions, correspondence, and memos promptly and correctly.
  • Ability to write simple correspondence.
  • Ability to effectively present information in one-on-one and small group situations to Board members, executives, outside counsel, business contacts and other employees of the organization.
  • Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
  • Ability to deal with problems involving several concrete variables in standardized situations.

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