Executive Assistant

3 weeks ago

ParsippanyTroy Hills, United States Axelon Services Corporation Full time
Job Title: Executive Assistant
Location: Parsippany, NJ
Length: 2 to 3 months, with chances of extension

Shift Schedule:
  • Flexible Monday Friday between 7a 4p or 8a - 5p, working up to 10 hours of overtime.
  • Someone who can work after hours on the weekends.
  • Hybrid working 3 days in the office and the remaining from home. Weekends are always remote.
Description:

The Senior Executive Assistant performs a variety of highly complex administrative duties and supports the Executive Vice President, Global Operations with overall organization support.

This support includes, but is not limited to: scheduling and calendar management, expense reporting, travel planning, preparing presentations, etc. in an efficient and organized manner while meeting deadlines.

The Senior Executive Assistant builds knowledge of the organization, processes and customers while solving a range of straightforward problems. Occasional travel may be required. Position may require regular on-call availability nights and weekends via email and phone for scheduling, travel, and other matters as may be needed.

Responsibilities:
  • Administrative support to include fielding and screening phone calls, scheduling, and calendar management, handling mail, filing, ordering supplies, travel arrangements, expense reporting, preparing drafts of correspondence, preparing spreadsheets and presentations.
  • Coordinate and manage high levels of internal and external meetings to ensure all logistics, i.e. conference rooms, venue, telecommunications equipment, catering, etc., and meeting materials are meticulously planned and prepared.
  • Coordinate extensive travel with key stakeholders globally working through different time zones and liaison with individual through global locations.
  • Manage calendars and assist in meeting schedule constraints.
  • Manage confidential information flow within the organization, exercising a high level of discretion.
  • Resolve routine and non-routine inquiries, filtering and managing requests, providing information through independent research and use of internal/external resources.
  • Prepare and review materials and correspondence for meetings and/or events, developing agendas, compiling reports, creating meeting minutes and presentations.
  • Organize paperwork and files in a way that is easily retrievable.
  • Maintain effective relationships with internal and external contacts.
  • Maintain and update record and electronic files as needed.
  • Additional tasks and projects as requested.
Qualifications:
  • High School Diploma or equivalent required; Bachelor s Degree preferred
  • Minimum of 10 years of experience in an administrative role, with at least 5 years supporting Senior Executives within a corporate environment.
  • Advanced computer skills required (Microsoft Outlook, Word, Excel, PowerPoint), Concur Travel and Expense, Internet/Intranet and SharePoint.
  • Demonstrates ability to take ownership, initiate and establish priorities, anticipate needs, and handle multiple tasks simultaneously under demanding time constraints, with minimal direction, in order to deliver on commitments and deadlines.
  • Demonstrates ability to anticipate problems and take preventative action, extrapolate from previous experiences to prevent problems before they impact the organization.
  • Demonstrates high attention to detail with excellent organization and planning skills along with proven ability to take ownership and drive results.
  • Demonstrates strong interpersonal and communication skills (both verbal and written) to effectively work in a team environment and interact positively and respectfully with internal/external contacts at all levels and generate effective and professional business communications.
  • Demonstrates willingness to accept new and different tasks and challenges and grow in new areas of responsibility.
  • Flexibility to adjust schedule according to business demands.
  • Good time management and calendar organization is required.

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