Executive Administrative Assistant

ZT Group Intl, Inc. dba ZT Systems; Secaucus (NJ); On-site; USD 75,000 - 110,000; Full time

Benefits offered by this job

401(k) retirement savings plan

Tuition reimbursement for eligible教育

Paid time off and company holidays

Job summary

ZT Systems, a Sanmina Company, seeks an Executive Administrative Assistant to provide comprehensive support to Senior Executives in Secaucus, NJ. You will manage calendars, coordinate domestic and international travel, process expenses, and handle confidential information with discretion.

Responsibilities include CAPEX and contract documentation, SAP and budget reconciliation, preparation of presentations, HR coordination, and cross-team project support.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Minimum 5 years of executive or administrative support to senior leaders.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong communication, discretion, and professional judgment.

Responsibilities

• Provide high-level administrative support to Senior Executives, including calendar management and meeting coordination.
• Coordinate complex domestic and international travel arrangements and logistics.
• Prepare and submit expense reports and assist with budget reviews.
• Manage CAPEX requests, contracts, invoices, and related documentation.
• Support onboarding, HR initiatives, and executive communications.
• Assist with presentations, reports, and cross-team project tracking.
• Maintain distribution lists, shared inboxes, and vendor coordination.
• Provide backup support and identify opportunities to improve efficiency.

Skills

Executive support

Calendar management

Travel coordination

Expense processing

Communication

Discretion & confidentiality

Problem solving

Cross-functional collaboration

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

SharePoint

SAP

Google Workspace

Job description

About the Role

ZT Systems is seeking a highly organized, proactive, and strategic Executive Administrative Assistant to provide comprehensive support to Senior Executives. The role requires managing complex calendars, travel coordination, financial tracking, communications, projects, and day‑to‑day business operations while maintaining a high level of professionalism and confidentiality.

What You Will Do

Provide high‑level administrative support to Senior Executives, including calendar management, scheduling, correspondence, and meeting coordination. Coordinate complex domestic and international travel arrangements, including itineraries, accommodations, transportation, and related logistics. Prepare and submit expense reports and assist with review and approval of team expenses. Manage executive priorities by evaluating competing demands and proactively adjusting schedules and workflows.

Create, submit, and track Capital Expenditure (CAPEX) requests, change orders, contracts, invoices, and other business documentation. Monitor purchase orders and invoices through SAP and ensure timely processing and reconciliation. Reconcile purchase orders, invoices, and CAPEX projects against budgets and accounting records. Maintain and manage department distribution lists and shared inboxes, ensuring inquiries are routed appropriately.

Assist with the preparation of presentations, reports, and executive communications by gathering and organizing key information and documentation. Coordinate employee onboarding activities and partner with Human Resources on employee recognition and engagement initiatives. Manage conference room scheduling, visitor coordination, vendor interactions, and catering arrangements.

Support department purchasing, budget tracking, and expense management processes. Assist with departmental meetings, offsites, events, and special projects from planning through execution. Provide general administrative support, including filing, scanning, document preparation, and records management.

Serve as a collaborative partner across teams, providing backup support and ensuring seamless operations. Anticipate executive and organizational needs, proactively identifying opportunities to improve efficiency and effectiveness.

What You Will Bring

Bachelor’s degree or equivalent combination of education and relevant experience. Minimum of 5 years of executive or administrative assistant experience supporting senior leaders. Demonstrated ability to manage multiple projects and priorities simultaneously in a fast‑paced environment. Strong strategic thinking skills with the confidence and judgment to advise and support executive leadership.

Exceptional organizational, planning, and follow‑through abilities. Strong problem‑solving skills with a proactive, solutions‑oriented mindset. Excellent verbal and written communication skills. Ability to work independently while effectively collaborating across teams and functions. Experience handling highly sensitive and confidential information with discretion.

Outstanding interpersonal skills with the ability to interact professionally with employees, executives, customers, and vendors at all levels. Strong attention to detail and commitment to accuracy. Resourceful, adaptable, and eager to learn.

Technical Skills

• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience with SharePoint, DocuSign, and SAP preferred.
• Strong proficiency with Google Workspace and related productivity tools.
• Experience with project tracking, budget management, and expense reporting systems.
• WordPress experience is a plus.

What Makes You Successful

• Positive, collaborative, and customer‑service‑oriented attitude.
• Ability to remain calm under pressure and effectively navigate changing priorities.
• Strong business acumen and sound judgment.
• Ability to anticipate needs and think beyond immediate tasks to support long‑term objectives.
• A team‑first mentality with a willingness to roll up your sleeves and help wherever needed.
• Natural curiosity, creativity, and commitment to continuous improvement.

About ZT Systems

At ZT Systems, a Sanmina Company, you’ll collaborate with smart, passionate people and build technology infrastructure that connects the world. The culture emphasizes hard work, fast thinking, and continuous improvement.

What We Offer

Full benefits and eligibility varies by work location. The benefits package is designed to support well‑being, financial security, and professional development.

Compensation & Financial Security

• Competitive base salary
• Performance‑based annual bonus eligibility
• 401(k) retirement savings plan
• Tuition reimbursement for eligible education programs

Health & Wellness

• Comprehensive medical, dental, and vision coverage with access to leading providers
• Mental health resources and employee wellness support programs
• Company‑paid life and disability insurance

Time Away & Work‑Life Balance

• Paid time off (PTO) and company‑paid holidays
• Parental leave and family care support programs

Growth & Purpose

• Structured training programs and on‑the‑job learning opportunities
• Matching gifts and volunteer programs to support causes you care about

Equal Opportunity Employer

ZT Group Int’l. is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. ZT Systems provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Please be aware that certain positions may require the applicant to either 1) be a U.S. citizen or national, (ii) a U.S. lawful permanent resident (green card holder), (iii) a refugee under 8 U.S.C. § 1157, or (iv) an asylee under 8 U.S.C. § 1158, or 2) be eligible to obtain an export control license or license exception from the Bureau of Industry and Science & U.S. Department of Commerce. All offers of employment will be conditional subject to the foregoing.