Personal Assistant to Chief Executive Officer

4 weeks ago

Jersey City, United States ThreatModeler Software, Inc Full time

ThreatModeler is at the forefront of the cybersecurity industry, specifically focusing on threat modeling solutions, committed to delivering ‘One-Click Threat Modeling’ through its tools and services. We pride ourselves on innovation, integrity, and our commitment to excellence. Our leadership team is pivotal in driving our strategic direction and fostering a culture of success and continuous improvement.


We are seeking an experienced and detail-oriented Executive Personal Assistant to provide comprehensive support to one of our C-Suite Executives. This role is pivotal in ensuring the executive’s effectiveness by allowing them to focus on critical business strategies and stakeholder management. The ideal candidate will be exceptionally organized, discreet, and capable of managing complex schedules and sensitive information. A blend of professionalism, strong administrative skills, and the ability to work under pressure are essential for this role.


Please note that this position requires the candidate to be in the Jersey City office Monday through Friday.


Key Responsibilities:

Executive Support:

  • Manage the executive’s calendar, including scheduling appointments, meetings, and travel arrangements.
  • Ensure the executive is prepared for all meetings and appearances by organizing pre-meeting briefings and materials.
  • Handle communication on behalf of the executive, including emails, phone calls, and postal correspondence, with discretion and professionalism.
  • Assist with the preparation of business presentations, reports, and documents as required.
  • Organize and prioritize daily tasks and responsibilities effectively.
  • Engage in tasks that support the proper functioning of a family’s personal life, including children’s schedules, travel, activities, among other categories
  • Maintain a rolodex of all important contacts, update when necessary
  • Coordinate and effectuate mailings such as holiday cards, invitations
  • Research and execute confidential projects
  • Be responsible for “gifting” and delivery of said gifts
  • Help to coordinate functions, events and other activities
  • Run errands
  • Take care of scheduling household upkeep and maintenance

Office Administrative Duties:

  • Coordinate between various departments to ensure smooth communication and facilitate project completion.
  • Manage expense reports and budgets related to the executive’s activities and office operations.
  • Organize corporate events, including meetings, conferences, and special events.
  • Maintain confidentiality of all corporate, personnel, and research matters.
  • Act as the liaison for internal and external stakeholders on matters pertaining to the executive’s initiatives.
  • Arrange travel including flights, ground transportation, lodging, dining and other activities for the organization
  • Manage and maintain inventory of all SWAG, tech, office materials, etc. to ensure the office is running smoothly.


Qualifications:

  • Bachelor's degree in Business Administration, Communication, or related field preferred.
  • Minimum of 3 years’ experience in an Executive Assistant or Personal Assistant role directly supporting C-Level executives.
  • Strong organizational, project management, and problem-solving skills.
  • Excellent communication skills, both written and verbal.
  • Ability to maintain confidentiality with sensitive information.
  • Proficiency in Microsoft Office Suite and experience with scheduling and communication tools.
  • High level of discretion and professionalism.
  • Flexibility and ability to work under pressure in a fast-paced environment.
  • Demonstrated ability to handle multiple tasks with attention to detail.
  • You must have the ability to prioritize your workload and be proactive about things that need to be worked on.
  • MUST have a vehicle that they can use to run errands around Jersey City

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