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Executive Administrative Assistant to the CEO/President

2 months ago

Trenton, United States Panna Knows Full time $95,000 - $105,000
Job DescriptionJob Description

Who Our Client Is:

Ourclient brings industry communities together to solve supply-chain problems through the adoption and implementation of their standards. More than 340,000 businesses in 25 industries rely on our client for trading-partner collaboration and for maximizing the cost effectiveness, speed, visibility, security, and sustainability of their business processes. They achieve these benefits through solutions based on their global unique numbering and identification systems, bar codes, Electronic Product Code-based RFID, data synchronization, and electronic information exchange.



What Our Client Needs:

Our client is looking for an Executive Administrative Assistant to the President/CEO. The Executive Administrative Assistant provides high-level administrative support to the companys top executive. This support includes document preparation, meeting planning, calendar management, general office administration, and travel management. This role supports the President/CEO in relations with the company's Board of Governors and requires exceptional organizational skills, a high degree of professionalism, and the ability to manage multiple priorities in a fast-paced environment. The Executive Administrative Assistant will work closely with the President/CEO to ensure the smooth operation of their office and will act as a liaison between the President/CEO and other executives, employees, and external stakeholders.




Who You Are:

You are an accomplished executive administrative support professional that has supported one or more c-suite executives for five (5) or more years in the past. The idea of being part of a smart and professional administrative support team energizes you.

You excel in a highly collaborative culture and are willing to quickly pivot from topic to topic as needed. Handling multiple objectives simultaneously is the rule, not the exception. No two days are the same and you are the kind of person that can be counted on to find clarity in complex situations filled with ambiguity.

Finally, you also embrace the idea of being the face of the President / CEO office. Your communication style will embody our Core Values of Respect, Collaboration, and Innovation.





What Youll Do:


In short, you will be the President/CEOs right hand with all executive administrative support operations. You will report to the Director of Administration who leads a centralized administrative support function and receive coaching and support from both the President/CEO and the Director of Administration.




Here are a few of the duties and responsibilities of the role:


  • Supports the President/CEO in relations with the company's Board of Governors and committees; develops working relationships with Board members and their assistant(s), outside consulting agencies, World Travel, and Global Office as appropriate
  • Supports end-to-end meeting planning and coordination for on-site Board of Governor Meetings and Board Planning Committee Meetings (and other Board Committee meetings as requested), including calendar date planning in advance
  • Responsible for Board Meeting materials collection and distribution via electronic software solution (Nasdaq BoardVantage)
  • Assists the President/CEO in tracking, executing and following up on action steps from Board, management team or committee meetings
  • Process Board member travel reimbursements: including Board Meetings, Company Connect Conference, etc.
  • Prepares/composes/edits reports, correspondences, and presentations, including documents of a highly confidential nature
  • Manages communications (correspondence) and may respond independently in routine issues where appropriate
  • Responsible for calendar management, requiring interaction with both internal and external customers
  • Assist in prioritizing appointments and meetings based on importance and urgency
  • Maintain and update Senior Leadership Team annual calendar of organization activities (Board Meetings, Board Committee meetings, PI Planning events, SLT Meetings, Company Global, and other Industry Conferences, etc.) to avoid scheduling conflicts
  • Collaborate with administrative support team members to align schedules
  • Coordinate domestic and international travel (including passport and visa maintenance experience)
  • Processes invoices and prepares expense reports in adherence to company expense policies
  • Responsible for auditing the invoices and expense reports of the executives direct reports for accuracy
  • Assist President/CEO with occasional personal needs (including, but not limited to travel arrangements)



This position requires less than 10% travel.





What Youll Need:


  • Associates degree or equivalent job experience
  • 10+ years related experience in progressively complex administrative roles supporting leaders at various organizations; Minimum of 5+ years of experience supporting one or more c-suite level staff
  • Excellent verbal and written communication skills
  • Advanced knowledge of Microsoft Office suite and Outlook, as well as an aptitude for other software systems as introduced
  • Experience using Concur for expense and travel arrangements (preferred, but not required)
  • Experience working with outside event planning agencies to coordinate high level events (Preferred, but not required: experience coordinating a Board Meeting)
  • Exceptional organization skills and attention-to-detail and accuracy
  • Precise time management skills with the ability to manage multiple priorities in a fast-paced environment
  • Demonstrated ability to handle confidential material with the highest degree of discretion
  • Proven, highly collaborative, effective team player; professional and helpful liaison to internal and external customers
  • Excellent judgment skills with the ability to evaluate situations and react appropriately
  • Ability to anticipate executives needs and proactively bring together appropriate people and other resources
  • Excellent follow-up and follow-through skills
  • Ability to work productively and efficiently with limited supervision
  • Demonstrated behavioral versatility; effectively communicates with individuals from varying cultures
  • Professionalism, diplomacy, and a positive attitude
  • Ability to professionally work through ambiguity and internal conflicts if they may arise
  • Keeps the executive informed on progress and takes initiative to ensure projects and initiatives are progressing




What They Offer:

  • A hybrid work environment in their Ewing, NJ office (Currently 2 days a week and if there is an additional business need)
  • 26 days of PTO
  • Ten company holidays
  • Immediate and Automatic contribution to 401K
  • Elite Medical coverage
  • Access to LinkedIn Learning




Our client is an Equal Opportunity Employer - All qualified applications will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, or national origin.