Executive Assistant

NFI Industries; Camden (NJ); On-site; USD 74,000 - 98,000; Full time

Benefits offered by this job

Annual discretionary bonus

Medical/Dental/Vision

401k Plan

Paid Time Off

Paid Parental Leave

Job summary

NFI Industries is seeking an organized Executive Assistant to support the EVP, Chief Risk Officer, and Enterprise Risk Management team in Camden. You will manage calendars, travel, expenses, and correspondence with confidential handling and professional communication.

The role involves coordinating ERM leadership meetings, preparing reports, and maintaining records across Google Workspace and MS Office. A college degree is preferred and a five-day in-office commitment is required.

Qualifications

• Five days per week in the Camden Office.
• Proven experience as an executive assistant or similar role.
• Detail-oriented with strong prioritization and deadline management.
• Excellent written and verbal communication; strong customer service.
• Proficient with Google Workspace, MS Office, and Workday.

Responsibilities

• Manage executives’ schedules, calendars, calls and travel.
• Provide general administrative support: filing, scanning, copying.
• Prepare responses to routine inquiries and draft correspondence.
• Book travel and process EVP expense reports and approvals.
• Assist in meeting prep, minutes and calendar coordination.

Skills

Executive support

Calendar management

Communication

Confidentiality

Multitasking

Education

High School Diploma

College Degree preferred

Tools

Google Suite

Google Docs

Google Sheets

Google Slides

Google Meet

Google Sites

Microsoft Office

Workday

Job description

Overview

We are seeking a highly organized and detail-oriented Executive Assistant to support our EVP, Chief Risk Officer and Enterprise Risk Management department. The ideal candidate will be proactive, resourceful, and possess exceptional communication and organizational skills. This role requires the ability to handle a wide range of administrative and executive support tasks, many of which are confidential and/or sensitive in nature.

The role interacts with Company Ownership and Executive Leadership across the organization. Individual must be proactive, responsible, and reliable and must possess a positive attitude and professional demeanor.

The Executive Assistant provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. This position may also train and support other clerical staff.

Responsibilities

• Manages and maintains executives’ schedule, phone, calendar and daily planning. Will also support the SVP Occupational Health & Safety and the VP, Corporate Security Services.
• Provide administrative support as needed, including but not limited to filing, scanning, and copying documents.
• Prepares responses to correspondence containing routine inquiries.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion
• Books travel and business transportation.
• Manages, completes and submits EVP’s Expense reports. Reviews and ‘approves’ expense reports for EVP’s direct reports as designated.
• Assist in the preparation and scheduling of meetings and take minutes when required.
• Manages executives’ email, especially while EVP out of office, and delegates to appropriate individuals as appropriate to manage workflows.
• Prepare and edit correspondence, communications, presentations, and other documents. This includes the monthly Executive Leadership ERM Update Presentations.
• Performs general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Files and retrieves corporate documents, records and reports.
• Assists in the of administrative notice and follow-up for required associate training and keep EVP apprised of status.
• Prepares agendas and schedules executives’ meetings, including but not limited to ERM Leadership Meetings.
• Handle confidential information with discretion.
• Conduct research, compile data, and prepare reports as needed.
• Act as the point of contact between executives and internal/external stakeholders
• Performs other duties as requested by the Executive.

Program Management:

• Prepares, validates and processes Monthly Captive Premium billings.
• Manage Captive and related invoice processing on behalf of the EVP. Google Sheets, Google Docs, Google Slides / reports, letters, financial statements, budget and other documents using MS Office Suite.
• Manages and lead the Owner’s Personal Insurance Programs. This involves working with the Insurance Brokers on annual / periodic renewals, policy issuance, invoicing, and electronic filing. Works with insurance brokers to effect these renewals and provide data requests, forms and obtain signatures as needed
• Maintains Insurance Schedule for all Owner’s Personal Insurance Programs in Google Sheets, Google Docs, Google Slides MS Excel. MS Word and MS PowerPoint to / reports, letters, financial statements, budget and other documents using MS Office Suite.
• Updating and keeping ERM Department Google Sites current and relevant.
• Organizes and manages our department “Lunch & Learn” meetings, Team outings, and serves as the department Spirit Champion.

Qualifications

• Job requires five days a week in Camden Office
• Proven experience as an executive assistant or similar administrative role.
• Attention to detail in composing, typing, proofing materials, establishing priorities, flagging items for attention and meeting deadlines.
• Strong organizational and time management skills. Ability to multitask and prioritize daily workload.

• Demonstrated ability to handle confidential information appropriately.

• Excellent verbal and written communication skills.
• Excellent internal and external customer service skills.
• Proficient in Google Suite, GoogleMeet, Google Docs. GoogleSheets GoogleSlides, and creation and modification of Google Sites. Also requires proficiency with Sites, Microsoft Office (PowerPoint, Excel. Word) and, Workday
• Professional appearance and demeanor.
• Strong customer service skills.
• College Degree preferred; High School Diploma required.

We are excited to share that the base salary range for this position is $73,769.28-98,359.04. This position is also eligible for an annual discretionary bonus, targeted at 3%. NFI takes into consideration applicants' qualifications, experience, education, and geographic location when determining a starting rate of pay.

Employees are also eligible for a robust benefit program, which includes Medical, Dental, Vision, Prescription Drug Coverage, 401k Plan, Wellness Program, Life Insurance, Paid Time Off, and Paid Parental Leave, among other benefit plan options.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

LA County Applicants: The Company will consider qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local laws.