Executive Administrative Assistant to CEO - Princeton, NJ

STI; Princeton (NJ); On-site; USD 120,000 - 150,000; Full time

Job summary

STI, based in Princeton, NJ, seeks an experienced Executive Assistant to provide comprehensive support to the CEO. You will manage the CEO's calendar and travel, draft correspondence, and act as the primary point of contact with stakeholders.

You will develop efficient systems to track client interactions, coordinate meetings, and ensure timely deliverables while handling confidential information with discretion.

Qualifications

• 20+ years experience as an Executive Assistant or similar administrative role.
• Proficient in Microsoft Office suite.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to interact with confidentiality, discretion and professionalism.

Responsibilities

• Manage complex CEO calendar and travel arrangements with proactive planning.
• Develop and maintain systems to track client interactions and follow-up dates.
• Coordinate and prioritize tasks and projects for the CEO to meet deadlines.
• Draft, prepare and send correspondence on behalf of the CEO.
• Act as a primary contact between CEO and internal/external stakeholders.
• Attend meetings, take notes, and track action items/due dates.
• Oversee Princeton office operations, supplies, and building interactions.
• Coordinate offsite events/visits and ad-hoc tasks as needed.
• Handle personal tasks to maximize the CEO's time.

Skills

Executive support

Calendar management

Communication

Time management

Discretion

Confidentiality

Office coordination

Tools

Microsoft Office

Job description

Provide comprehensive administrative and executive support to the CEO including:

Manage complex and frequently changing CEO calendar and travel arrangements with a flexible and proactive approach

• Develop and maintain systems and processes to keep CEO organized including follow-up on past client calls/meeting and maintaining client tracking list of interaction history, with follow up dates to nurture relationship and ensure timely deliverables
• Coordinate and prioritize tasks, follow-ups, and projects for the CEO, ensuring that deadlines are met
• Draft, prepare and send correspondence on behalf of CEO
• Act as a point of contact between the CEO and internal/external stakeholders
• Attend and participate in internal meetings as needed taking detailed notes, and ensuring CEO is aware of action items/due dates
• Manage and initiate professional and personal thank you correspondence and gifting for all occasions
• Coordinate offsite events/meetings including managing attendees, logistics, materials, follow-ups and action tracking
• Handle ad-hoc tasks, special projects and research as assigned by the CEO
• Handle personal tasks/errands/bookings as necessary to maximize the CEO's time

Act as Office Manager for Princeton office ensuring it runs smoothly and efficiently including:

Oversee daily office operations

Maintain supplies and food/drink

Interact with building management to ensure office is organized, properly equipped and safe

Organize/manage customer visits

Required Knowledge, Skills, Abilities

20+ years experience as an Executive Assistant at CEO level or similar administrative role

Proficient in Microsoft Office suite (Outlook, Word, Excel, PowerPoint)

Strong organizational and time management skills with the ability to multitask effectively

Excellent written and verbal communication skills

Ability to interact, communicate, and build positive relationships with others at all levels across the globe

Ability to maintain a high degree of confidentiality, discretion and professionalism

Ability to work independently to plan, coordinate and organize projects

Ability to multi task and prioritize in a constantly changing environment

Strong problem-solving and decision-making capabilities

Flexibility and willingness to handle both strategic and routine tasks

Ability to work off shift/overtime as required to support an extremely busy CEO