Executive Administrative Assistant

Confidential Property Management; Newton (NJ); On-site; USD 90,000 - 120,000; Full time

Benefits offered by this job

Competitive salary

Health insurance

Opportunity for advancement

Training & development

Paid time off

Job summary

Confidential Property Management in Newton, NJ, seeks an Executive Administrative Assistant to provide comprehensive support to the COO in a fast-paced environment. You will manage calendars, prepare documents and reports, coordinate travel, oversee projects, and ensure confidentiality while coordinating with internal teams and external partners.

Your role includes strong communication, office administration, and proactive problem-solving to keep executives organized and prepared for all

Qualifications

• Associates degree or equivalent required.
• 8+ years supporting C-Suite or senior executives in fast-paced environments.
• Strong organizational and communication skills.

Responsibilities

• Manage COO calendars, scheduling internal and external meetings, and travel arrangements.
• Prepare documents, invoices, spreadsheets, agendas, and reports.
• Plan, execute, and monitor projects with cross-functional teams.
• Oversee daily workflow and confidentiality in sensitive matters.
• Provide professional communications with executives, internal teams, and partners.
• Perform general office duties and records management as needed.

Skills

Organizational excellence

Proactive & solution-oriented

Microsoft Office proficiency

Interpersonal skills

Independent judgment

Project management

Integrity & confidentiality

Customer service

Education

Associates degree

Tools

PowerPoint

Word

Excel

Outlook

Teams

Job description

Benefits:

• Competitive salary
• Health insurance
• Opportunity for advancement
• Training & development
• Paid time off

We are looking for a highly skilled and proactive Executive Assistant to provide comprehensive support to our COO.. This is an exciting opportunity to join a fast-paced environment where you’ll play a key role in ensuring our executives have the tools and support, they need to drive success.

Key Responsibilities:

As an Executive Administrative Assistant, you will be responsible for a range of tasks including:

Calendar & Scheduling Management: Schedule and organize extensive internal and external meetings, conference/video calls, and appointments. Manage, prioritize, and maintain a busy and dynamic calendar of meetings and events.

Document Preparation & Reporting: Prepare documents, invoices, spreadsheets, agendas, reports, special projects, and other materials in support of organizational objectives.

Project Management: Plan, execute, and monitor key projects. Collaborate with cross-functional teams to ensure project success.

Executive Workflow Management: Manage the daily, weekly, and monthly calendars, customer contacts, and workflow.

Travel: Make travel arrangements and travel as needed.

Confidentiality & Discretion: Handle sensitive matters with the utmost confidentiality and discretion, particularly in decisions directly impacting company operations.

Communication & Correspondence: Maintain constant communication with COO to ensure( they are prepared and organized for all meetings and events. Review and organize correspondence related to business and personal matters.

Office Administration: Perform general office duties such as ordering supplies, maintaining records management systems, and assisting with other administrative tasks.

Required Skills & Qualifications:

Organizational Excellence: Impeccable organizational and time management skills with the ability to juggle multiple priorities effectively.

Proactive & Solution-Oriented: Ability to work fast and accurately under pressure, with a proactive mindset and a knack for anticipating needs.

Microsoft Office Proficiency: High proficiency in Microsoft Office Suite, including PowerPoint, Word, Excel, Outlook, and Teams.

Interpersonal Skills: Strong communication skills, both verbal and written, with the ability to interact professionally with executives, internal teams, external partners, and vendors.

Independent Judgment: Ability to perform administrative duties using personal initiative and resourcefulness.

Project Management: Strong skills in managing and executing projects.

Integrity & Confidentiality: High level of integrity and the ability to maintain confidentiality with sensitive information.

Customer Service: Excellent phone and customer service skills.

Experience Requirements:

Education: Associates degree in relatable field

Experience: Minimum of 8 years supporting C-Suite executives or similar leadership roles in a fast-paced environment.