Administrative Professional

6 days ago

Trenton, New Jersey, United States Exceptional Admins, LLC Full time

The ideal candidate for this role will be highly skilled in administrative tasks and have the ability to provide high-level support to executives. Exceptional Admins, LLC is seeking a driven individual with a strong operational background to join our team as an Executive Assistant.

Company Overview:

Exceptional Admins, LLC is a boutique firm exclusively focused on placing administrative professionals. Our philosophy is to deliver exceptional professionals to each client with the outcome producing high-level support to the role and organization. While skill set is a large focus during the process, personality and business acumen of each candidate are viewed as just important.

Salary:

This role offers a competitive salary of up to $95,000 per year, making it an excellent opportunity for someone looking to advance their career in administration.

Job Description:

This position requires a charismatic and reliable individual who values trust and collaboration. As the Executive Assistant, you'll be the backbone of daily operations, keeping calendars running smoothly, acting as a key decision-maker to maintain momentum, and juggling a variety of responsibilities with ease. If you're a natural problem-solver who loves details, thrives under pressure, and is always one step ahead, this role will feel like second nature.

Responsibilities:

  • Provide administrative support to the CEO (35%), COO (35%), and CFO (15%):
    • Heavy inbox management for two executives;
    • Heavy calendar coordination for all three executives;
    • Support coordination and preparation for meetings, calls, and in-person activities for all three: meeting coordination which includes interacting with team and outside stakeholders; support follow-up tasks;
    • Become a highly informed partner knowing all deadlines and tasks to proactively anticipate the needs of the executive and investment activities; plus recommend and act to resolve any challenges;
    • Streamline and manage to-dos to meet deadlines, maybe deploying a project management tool like Trello or Asana (or another platform for which you are a wiz);
  • Shareholder Support:
    • Coordinating quarterly shareholder meetings or updates;
    • Preparing and distributing agendas, presentations, and supporting materials;
    • Taking detailed notes during meetings and managing follow-ups on action items;
  • Office Support: 15%
    • Anticipate and address the unique challenges of a start-up environment, offering creative solutions and ensuring adaptability;
    • Manage 12-month rolling calendar for team and planned growth goals;
    • Support vendor and supplier relations and related tasks;

Desired Background and Attributes:

Candidates will be considered in totality of their skills and experience versus strict interpretation of 'must haves.' Experience working in a high-functioning support role is a must. Other desired qualifications include a start-up background, cannabis business experience, supporting multiple executives, proficiency in Microsoft Office Suite and Google Workspace, experience with project management tools, and a nimble, adaptable, charismatic, and entrepreneurial mindset.

Benefits:

  • Hours: Monday through Friday, 8:00am – 5:00pm (on-site)
  • Salary: Up to $95k
  • 401(k)/Profit sharing: No retirement plan formed yet; will form in 2025
  • Vacation: Varies (0 to 2 years of service: up to 10 days per year; 2 to 4 years of service: up to 15 days per year; 5+ years of service: up to 20 days per year)
  • Holidays include: New Year's Day (January 1st), Martin Luther King Day (3rd Monday in January), President's Day (3rd Monday in February), Memorial Day (last Monday in May), Independence Day (July 4th), Labor Day (1st Monday in September), Thanksgiving (4th Thursday in November), Day after Thanksgiving (Friday), Winter Break (Office is closed for a week around Christmas)
  • Healthcare provider/benefits: QSEHRA after 60 days of start date
  • Parking: Covered by employee
  • Cell Phone: Not provided by company
  • Office Perks: Stocked pantry with an assortment of snacks and beverages, no wellness plan yet
  • Bonus: Bonus based on performance at end of year

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