Executive Admin & Office Assistant - In-Office

Talentify; Port Reading (NJ); On-site; USD 63,000 - 66,000; Full time

Benefits offered by this job

Medical, dental, vision benefits

401(k) plan

Paid time off

Job summary

Equitable is seeking an Administrative Assistant in Woodbridge NJ to support executives, coordinate calendars, recruit activities, and manage travel and client onboarding. The role emphasizes high service levels, process efficiency, and confidentiality in a fast-paced, client-focused environment.

You will handle document workflows, prepare executive materials, and assist with diverse operational initiatives impacting internal teams and client experiences.

Qualifications

• Bachelor’s degree required.
• 4+ years of administrative support experience; financial services industry experience preferred.
• Advanced proficiency in Microsoft Office Suite, including Excel, PowerPoint, Outlook, and Word.
• Excellent written and verbal communication skills with the ability to interact effectively across all levels of the organization.
• Demonstrated ability to guide individuals through processes and provide outstanding service and support.
• Strong analytical and critical thinking skills with an aptitude for identifying solutions and improving processes.
• Highly organized with exceptional time management skills and the ability to manage multiple competing priorities.
• Results-oriented professional with a proven ability to meet deadlines in a fast-paced environment.
• Strong interpersonal skills, sound judgment, and a high degree of professionalism and maturity.
• Quick learner with the ability to adapt to changing priorities and implement new processes effectively.
• Ability to independently resolve issues, manage conflicts, and exercise discretion in decision-making.
• Strong commitment to maintaining confidentiality and handling sensitive information appropriately.

Responsibilities

• Manage calendar scheduling and coordination for executives, advisors, and internal stakeholders.
• Serve as a liaison for advisors and employees, assisting with issue escalation and resolution.
• Prepare meeting agendas, presentations, and other executive-level materials using PowerPoint and Microsoft Office tools.
• Support recruiting and onboarding initiatives by sourcing candidates, coordinating interviews, and facilitating the hiring process.
• Coordinate domestic and international travel arrangements and manage executive expense reporting and reimbursement submissions.
• Administer electronic signature requests and document workflows through the Adobe Sign platform.
• Assist with client onboarding, ongoing client service requests, and the documentation and tracking of client complaints.
• Support office operations and contribute to special projects and business initiatives as needed.

Skills

Accuracy and Attention to Detail

Effective Communications

Interpersonal Relationships

Managing Multiple Priorities

Office Administration

Problem Solving

Time Management

Education

Bachelor’s degree

Tools

Microsoft Office Suite

Job description

Equitable is seeking an Administrative Assistant in Woodbridge NJ to support executives, coordinate calendars, recruit activities, and manage travel and client onboarding. The role emphasizes high service levels, process efficiency, and confidentiality in a fast-paced, client-focused environment.

You will handle document workflows, prepare executive materials, and assist with diverse operational initiatives impacting internal teams and client experiences.