Senior Executive Support Specialist

2 weeks ago


Newark, New Jersey, United States Avispa Technology Full time
Job Overview

Senior Executive Support Specialist

A prominent technology firm is in search of a Senior Executive Support Specialist. This role requires an individual who thrives in a dynamic setting and has substantial experience in maneuvering through the intricacies of a sizable organization as well as collaborating with external stakeholders. The ideal candidate will be a collaborative team member with remarkable attention to detail and resourcefulness, capable of addressing challenges that may extend beyond the immediate responsibilities.

Compensation and Benefits:

  • Hourly compensation: $40-$50/hr (dependent on the candidate's qualifications)
  • Work location: Leading technology firm (Hybrid)
  • W2 Employment, Comprehensive Medical, Dental, Vision, Life Insurance, Retirement Savings Plan, Paid Sick Leave
  • Full-time hours, 9 Month Contract

Key Responsibilities:

  • Efficiently manage executives' schedules, including organizing extensive and/or intricate meetings with external stakeholders, internal teams, and senior executives across various time zones.
  • Collaborate closely with other coordinators and executive assistants to facilitate complex meetings involving senior leadership; ensure out-of-office coverage with fellow team members to maintain uninterrupted executive support.
  • Coordinate and adjust travel arrangements (flights, accommodations, ground transportation) and process expense reports; oversee expenditures on corporate credit cards.
  • Partner with Internal Communications and Marketing teams to manage executive participation in high-profile public engagements: arrange travel, develop itineraries, provide preparatory materials, and coordinate professional services as necessary.
  • Assist North America content leadership in fostering internal communication on behalf of team leads across multiple regions.
  • Provide relationship management assistance, which may encompass follow-up communications, data entry, and additional support as required.
  • Support the planning and organization of significant team meetings and events (including all-hands meetings and offsite gatherings).
  • Perform various administrative support tasks as needed (e.g., visitor management, catering arrangements, parking logistics).

Qualifications:

  • Exceptional interpersonal skills and professionalism are essential.
  • Proficiency in Outlook and the Microsoft Office Suite (particularly Word and Excel).
  • Strong verbal and written communication abilities.
  • Excellent organizational skills.
  • Ability to prioritize tasks effectively and manage multiple responsibilities.
  • Capability to function in a fast-paced and evolving environment while maintaining composure and clarity.
  • Judgment and critical thinking: knowing when to escalate potential issues and propose solutions.
  • Accountability: demonstrating ownership and responsibility for completing tasks, regardless of challenges, without constant prompting.


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