Executive Administrative Assistant

Annonymous; Old Bridge (NJ); On-site; USD 70,000 - 110,000; Full time

Job summary

Annonymous seeks a highly organized, proactive Executive Support professional to work closely with the CEO and Executive Leadership Team in Old Bridge, NJ. You will manage priorities, schedules, travel, and communications to keep initiatives moving forward.

The role emphasizes cross-functional coordination, dashboarding, and incident-free execution in a fast-paced environment, with a focus on confidentiality and professional representation of the company.

Qualifications

• 5-7 years of related experience in executive administrative, coordination, or related field.
• Ability to manage competing priorities, confidential information, and cross-functional follow through in a fast-paced environment
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Concur, and relative AI tools.
• Excellent written and verbal communication skills

Responsibilities

• Administer the CEO’s priorities, delegated assignments, pending decisions, and important deadlines.
• Coordinate executive projects and initiatives to ensure ownership, follow-through, and timely completion.
• Monitor priorities, commitments, and open items to identify delays and escalation
• Maintain an organized executive dashboard reflecting priorities, ownership, deadlines, status, and next steps
• Coordinate the CEO’s calendar, meetings, travel, and other executive commitments
• Screen and route communications, meeting requests, and other matters requiring executive attention
• Prepare agendas, materials, action items, and follow-up documentation for executive meetings
• Coordinate cross-functional efforts involving executive leadership and stakeholders
• Resolve routine scheduling, communication, logistical, and administrative issues
• Represent the CEO professionally when communicating with employees, customers, vendors, advisors, and other stakeholders
• Coordinate business travel, reservations, meetings, events, expenses, and other executive logistics
• Maintain confidential executive records, files, trackers, templates, and documentation
• Utilize approved technology and AI tools to improve efficiency
• Troubleshoot administrative and workflow issues and implement practical solutions

Job description

• We are looking for a highly organized, proactive, and trusted professional to provide direct support to our CEO and Executive Leadership Team. This role is ideal for someone who thrives in a fast-paced environment, enjoys managing priorities and bringing structure to complex initiatives, and takes pride in ensuring important details and commitments never fall through the cracks.

You’ll work closely with senior leadership, coordinate high-priority projects and communications, and play an important role in keeping the organization aligned, informed, and moving forward.

CEO & Executive Support

• Administer the CEO’s priorities, delegated assignments, pending decisions, and important deadlines.
• Coordinate executive projects and initiatives to ensure appropriate ownership, follow-through, and timely completion.
• Monitor priorities, commitments, and open items to identify delays, risks, missing information, and matters requiring escalation.
• Maintain an organized executive dashboard reflecting priorities, ownership, deadlines, status, and next steps.
• Coordinate the CEO’s calendar, meetings, travel, and other executive commitments.
• Screen, prioritize, and route communications, meeting requests, and other matters requiring executive attention.
• Prepare agendas, materials, action items, and follow-up documentation for executive and leadership meetings.
• Follow up with designated leaders and stakeholders regarding assignments, decisions, and outstanding commitments.
• Coordinate cross-functional efforts involving executive leadership, department leaders, and other designated stakeholders.
• Resolve routine scheduling, communication, logistical, and administrative issues using sound judgment and established authority.
• Exercise independent judgment in managing routine matters and redirect requests to the appropriate leader or department when necessary.
• Represent the CEO and company professionally when communicating with employees, customers, vendors, advisors, and other stakeholders.
• Coordinate business travel, reservations, meetings, events, expenses, and other executive logistics in accordance with company procedures.
• Maintain accurate and organized executive records, files, trackers, templates, and documentation.
• Maintain confidentiality when handling sensitive company, employee, customer, financial, strategic, and personal information.
• Utilize approved technology and AI tools to improve organization, communication, documentation, and efficiency.
• Troubleshoot administrative and workflow issues and implement practical solutions to improve efficiency and continuity

Leadership & Organization Support

• Coordinate Executive Leadership Team schedules, meetings, materials, and follow-up.
• Support leadership initiatives by coordinating assignments, information, approvals, and deadlines across departments.
• Participate in cross-functional projects and executive initiatives as assigned.
• Assist with developing and maintaining processes and procedures that support executive and leadership operations.
• Provide input on process improvements and opportunities to improve executive and leadership efficiency.
• Prepare coverage plans for planned absences, including outstanding priorities, deadlines, responsibilities, and backup ownership
• Project Management--Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
• Delegation--Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results.
• Analytical--Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
• Quality Management--Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness
• Planning/Organizing--Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.

Requirements

• 5-7 years of related experience in executive administrative, coordination, or related field.
• Ability to manage competing priorities, confidential information, and cross-functional follow through in a fast-paced environment
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Concur, and relative AI tools.
• Excellent written and verbal communication skills

Physical Demands

Regularly stand/sit for extended periods, operate office equipment, perform light to moderate lifting, lift/move up to 15 lbs occasionally, bend, twist, and maintain proper posture. Reasonable accommodation may be made for qualified individuals with disabilities to perform the essential functions of the role in accordance with applicable laws.

Must be authorized to work in the U.S. without sponsorship.