Executive Administrative Assistant

Executive Staffing Group; Burlington (NJ); On-site; USD 45,000 - 65,000; Full time

Job summary

Executive Staffing Group is seeking an Executive Administrative Assistant to provide high-level administrative support to C-Suite executives. The role involves managing confidential information, complex calendars, travel arrangements, and preparing executive documents.

The ideal candidate will have 3+ years of executive support experience, direct experience with C-Suite leaders, and hands-on QuickBooks expertise. Strong organization, discretion, and communication are essential.

Qualifications

• 3+ years of experience providing administrative or executive support.
• Directly supporting C-Suite executives, presidents, CEOs, CFOs, COOs, or other senior executives.
• Hands-on QuickBooks experience is required.
• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint.

Responsibilities

• Provide day-to-day administrative and executive support to C-Suite executives and senior leadership.
• Manage complex calendars, meetings, travel arrangements, and scheduling priorities.
• Prepare correspondence, reports, presentations, spreadsheets, meeting agendas, and other executive documents.
• Coordinate internal and external meetings, including preparing materials and tracking follow-up items.
• Handle confidential business, financial, employee, and executive information with a high degree of discretion.
• Assist with expense reports, invoices, payments, purchase orders, and other administrative financial activities.
• Utilize QuickBooks for financial and administrative tasks, including entering transactions, maintaining records, processing invoices, reconciling accounts, and generating reports as needed.
• Maintain organized electronic and physical files and ensure important records are accurate and accessible.
• Assist executives with special projects, research, presentations, and business initiatives.
• Track deadlines, action items, and deliverables to ensure timely completion.

Skills

Executive support

C-Suite support

QuickBooks

MS Office Suite

Communication skills

Time management

Discretion

Education

Associate's or Bachelor's degree in business administration or related field

Tools

Microsoft Office Suite

Job description

Job Description

Job Description

Position Summary

We are seeking a highly organized, detail-oriented Executive Administrative Assistant to provide high-level administrative and operational support to C-Suite executives and senior leadership. This individual will serve as a trusted partner to executives, managing confidential information, coordinating schedules, supporting business operations, and ensuring priorities are handled efficiently and professionally.

The ideal candidate will have prior experience supporting C-Suite executives and hands-on QuickBooks experience. Strong organizational skills, professionalism, discretion, communication abilities, and attention to detail are essential.

Key Responsibilities

• Provide day-to-day administrative and executive support to C-Suite executives and senior leadership.
• Manage complex calendars, meetings, appointments, travel arrangements, and scheduling priorities.
• Prepare correspondence, reports, presentations, spreadsheets, meeting agendas, and other executive documents.
• Coordinate internal and external meetings, including preparing materials and tracking follow-up items.
• Handle confidential business, financial, employee, and executive information with a high degree of discretion.
• Serve as a professional point of contact for executives, clients, vendors, and business partners.
• Assist with expense reports, invoices, payments, purchase orders, and other administrative financial activities.
• Utilize QuickBooks for financial and administrative tasks, including entering transactions, maintaining records, processing invoices, reconciling accounts, and generating reports as needed.
• Maintain organized electronic and physical files and ensure important records are accurate and accessible.
• Assist executives with special projects, research, presentations, and business initiatives.
• Track deadlines, action items, and deliverables to ensure timely completion.
• Support office operations and coordinate with internal departments, vendors, and service providers.
• Assist with basic bookkeeping and financial administration as needed.
• Anticipate executive needs and proactively address administrative priorities.
• Perform other administrative and operational responsibilities as assigned.

Required Qualifications

• ** 3+ years of experience providing administrative or executive support.**
• ** Demonstrated experience directly supporting C-Suite executives, presidents, CEOs, CFOs, COOs, or other senior executives.**
• ** Hands-on QuickBooks experience is required.**
• Strong knowledge of Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities with exceptional attention to detail.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong interpersonal skills and a professional executive presence.
• Ability to handle confidential and sensitive information with discretion.
• Strong problem-solving skills and the ability to work independently with minimal supervision.

Preferred Qualifications

• Experience supporting executives in a small-to-mid-sized business or entrepreneurial environment.
• Experience with accounts payable, accounts receivable, invoicing, expense reporting, or general bookkeeping.
• Experience coordinating travel, meetings, events, and executive-level communications.
• Associate's or bachelor's degree in business administration, accounting, management, or a related field.

Key Success Factors

The successful candidate will be a trusted, proactive, and highly organized partner to the executive team. This person should be comfortable balancing traditional executive administrative responsibilities with financial and operational support, including regular use of QuickBooks.

** Core requirements:**

• Executive/C-Suite support experience
• QuickBooks experience
• Strong administrative and organizational skills
• Financial/bookkeeping support experience
• Professional communication
• Confidentiality and discretion
• Ability to prioritize and work independently

Company Description

Great Company culture

Company Description

Great Company culture