Executive Administrative Partner

Merola Tile; Manalapan Township (NJ); On-site; USD 80,000 - 90,000; Full time

Benefits offered by this job

Medical, Vision, and Dental Insurance

401(k) Plan with company match

Paid Holidays

Paid Time Off

Job summary

Merola Tile is seeking a highly organized Executive Support professional to assist the CEO and the Leadership Team. You will manage priorities, calendars, travel, and critical initiatives, delivering structured processes and clear communication.

Based in New Jersey, this on-site role requires discretion, impeccable written and verbal skills, and the ability to coordinate cross-functional projects while maintaining confidentiality and professional representation of the company.

Qualifications

• 5-7 years of executive administrative or coordination experience.
• Ability to manage competing priorities in a fast-paced environment.
• Proficiency in Microsoft Office Suite and Concur.

Responsibilities

• Administer the CEO's priorities, delegated assignments, and deadlines.
• Coordinate executive projects to ensure ownership and timely completion.
• Maintain an organized executive dashboard with priorities, ownership, and status.
• Coordinate the CEO's calendar, travel, and commitments.
• Screen and route communications and meeting requests requiring executive attention.
• Prepare agendas and follow-up documentation for leadership meetings.
• Maintain confidentiality and professional representation of the CEO and company.
• Utilize approved AI tools to improve organization and efficiency.

Skills

Executive support

Calendar management

Travel coordination

Communication

Tools

Microsoft Office

Concur

AI tools

Job description

Salary Range: $80,000.00 To $90,000.00 Annually

Pay: $80,000.00 - $90,000.00 per year

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.

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
• Provide limited confidential personal and family administrative support to the CEO when requested.

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.

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.

Work Environment

Work is regularly performed in a warehouse and manufacturing environment where temperatures may be extreme, with exposure to dust, odors, noise, and fumes. Noise levels are typicall moderate. Employees may also be exposed to chemicals and cleaning agents on a daily basis.

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

• Medical, Vision, and Dental Insurance
• 9 Annual Paid Holidays (including New Year's Day, Memorial Day, 4th of July, Labor Day, Thanksgiving, and Christmas)
• Paid Time Off - earned and accrued from your first day with the company
• 401(k) Plan with company match (eligibility after 1 month)
• Employer-Paid Life Insurance
• Performance Reviews after 90 days and annually
• Quarterly Company Goals - opportunity to earn up to 4 weeks of additional bonus pay annually
• Employee Assistance Program (EAP)
• Employee Referral Bonus Program
• Fresh Fruit, Coffee, Hot Chocolate, and Tea provided daily
• Weekly Company Lunches
• Company Culture Events - BBQs, Ugly Sweater Day, T-shirt making, Halloween contests, and more