Executive Assistant

2 weeks ago

Princeton, New Jersey, United States J & J Staffing Resources Full time
Job Title: Executive Assistant

We are seeking a highly experienced Executive Assistant to support the Associate Laboratory Director (ALD) for Applied Materials and Sustainability Sciences (AMSS) at our prestigious Princeton, NJ laboratory.

Key Responsibilities:
  • Dynamic and Complex Calendar & Meeting Management
  • Proactively manage and optimize the ALD's calendar, including scheduling and coordinating meetings, appointments, and events.
  • Resolve scheduling conflicts effectively and ensure that meetings progress with minimal interruptions.
  • Prioritize and adjust meetings and schedules based on strategic needs and evolving priorities.
  • Coordinate and facilitate meetings, including preparation of agendas, materials, and logistical arrangements.
  • Manage follow-up actions, track progress, and ensure timely completion of meeting objectives.
Email Management
  • Respond promptly to complicated or sensitive requests that can necessitate triaging, prioritizing, and appropriate expectations management.
  • Decide which inquiries can be handled directly, which should be deferred to the ALD, and which must be addressed by others.
  • Handle sensitive information with discretion and maintain confidentiality.
Comprehensive Travel Management
  • Oversee all aspects of travel planning, including arranging flights, accommodations, ground transportation, and creating trip checklists.
  • Design door-to-door itineraries with all relevant details and notes to ensure that the ALD's trip is productive.
  • Anticipate and address potential travel-related issues and changes, ensuring a smooth and stress-free experience.
  • Manage travel budgets, prepare travel expense reports, and handle travel-related documentation.
Timely and Accurate Expense Management
  • Track, reconcile, and submit expense reports in a timely manner, adhering to the relevant institution's policies and procedures.
  • Review and verify expenditures to ensure accuracy and compliance.
  • Address and resolve any discrepancies or issues related to expenses.
Professional Content Development and Management
  • Generate executive-level correspondence, briefing materials, and other documents to final form, applying appropriate grammar, sentence structure, punctuation, spelling, and context.
  • Prepare, edit, and proofread documents, presentations, reports, and correspondence for internal and external stakeholders.
  • Ensure all content is professionally presented, accurate, and aligned with the ALD's voice and organizational standards.
  • Conduct research and gather information to support the development of content and strategic initiatives.
  • Organize, manage, and provide support for special events and programming; manage the collection, production, and dissemination of materials for meetings and events.
  • Prepare PowerPoint presentations and other materials in electronic or printed format.
General Office Administration
  • Serve as the point person for resource allocation, purchasing, and facilities management.
  • Assist with onboarding new team members and managing office-related needs.
  • Support other staff as needed and ensure the efficient operation of the ALD's office.
Additional Responsibilities
  • Anticipate and resolve issues proactively, providing solutions and recommendations to support the ALD's needs.
  • Act as a liaison between the ALD and internal/external stakeholders, demonstrating professionalism and tact in all interactions.

Qualifications:

  • Bachelor's degree required, preferably with an emphasis in business or communications; Master's degree preferred.
  • Minimum of 5 years of experience as an Executive Assistant or in a high-level administrative role, supporting C-suite executives.
  • Exceptional organizational and time management skills with a proven ability to handle multiple competing priorities.
  • Tech-savvy and advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Suite (Docs, Sheets, Slides, Gmail, Groups, Calendar), and Concur.
  • Excellent interpersonal and communication skills, both written and verbal, with an expert command of the English language.
  • Strong problem-solving skills and a proactive approach to managing challenges and conflicts.
  • Positive attitude and a willingness to accept constructive criticism to improve performance.
  • Professional demeanor with a strong work ethic and high standards of performance.
  • Ability to maintain confidentiality and handle sensitive information with discretion.

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