Executive Administrative Assistant to CEO - Princeton, NJ

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

Job summary

STI is seeking an experienced Executive Assistant/Office Manager to provide comprehensive support to the CEO from our Princeton office. The role demands meticulous organization, proactive task coordination, and seamless communication with global stakeholders.

You will manage schedules, correspondence, meetings, and special projects while maintaining confidentiality and high professionalism. This position also oversees daily office operations, vendor relationships, and event logistics to ensure a

Qualifications

• Twenty-plus years in an Executive Assistant role supporting a CEO or equivalent.
• Proficient with Microsoft Office including Outlook, Word, Excel and PowerPoint.
• Strong organizational and time management abilities with multitasking.
• Excellent written and verbal communication skills.
• Discretion, confidentiality and professional judgment are essential.
• Ability to work independently and coordinate complex projects.
• Flexibility to handle shifting priorities and off-shift work when needed.

Responsibilities

• Provide comprehensive administrative and executive support to the CEO.
• Develop systems to keep CEO organized and track client interactions.
• Coordinate tasks, follow-ups, and deadlines for the CEO.
• Draft and send correspondence on behalf of the CEO.
• Serve as point of contact between CEO and internal/external stakeholders.
• Attend meetings, take notes, and track action items and due dates.
• Manage thank-you correspondence and gifting for occasions.
• Coordinate offsite events and meetings, including logistics.
• Handle ad-hoc tasks, special projects, and research as assigned.
• Support personal tasks to maximize the CEO's time.

Skills

Executive Assistant experience

MS Office proficiency

Organizational skills

Time management

Communication skills

Discretion/confidentiality

Independent work

Multitasking

Problem-solving

Tools

Outlook

Word

Excel

PowerPoint

Job description

Provide comprehensive administrative and executive support to the CEO including:

• 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