Executive Assistant

BPCE Equipment Solutions; Jersey City (NJ); On-site; USD 85,000 - 110,000; Full time

Benefits offered by this job

Competitive compensation

Comprehensive benefits

Dynamic Jersey City office

Job summary

BPCE Equipment Solutions is seeking an experienced Executive Assistant to support our EXCO in Jersey City, NJ. You will manage calendars, arrange complex travel, and coordinate meetings for the executive team while ensuring professional interactions with visitors and stakeholders.

The role requires a decade of administrative experience in corporate settings, high discretion, and strong communication skills. A dynamic, fast-paced environment with a collaborative culture awaits.

Qualifications

• Minimum of 10 years of professional administrative experience supporting executives in a corporate setting.
• Strong discretion and data security mindset when handling sensitive information.
• Proactive, multitasking, and able to adapt quickly in a fast-paced environment.
• Exceptional written and verbal communication with polished memos, emails, and correspondence.

Responsibilities

• Provide high-level administrative support to EXCO members and the broader team, including complex travel arrangements and expense reporting.
• Manage multiple calendars in Outlook, prepare agendas, coordinate meetings, plan events, and oversee video/teleconferences.
• Coordinate logistics for high-level visitors, internal/external meetings, and international guests.
• Serve as the first point of contact for visitors and coordinate office administrative tasks and document processing.

Skills

Calendar management

Executive support

Travel coordination

Expense reports

SAP Concur

Discretion / confidentiality

Microsoft Office

Communication

Tools

Concur

Job description

At BPCE Equipment Solutions, we provide high-quality equipment financing and tailored financial solutions to support our clients' growth and operational success. As a key subsidiary within the global Groupe BPCE network, we foster a collaborative, high-performing, and professional environment. We are seeking a highly organized, proactive, and versatile administrative professional to keep our Jersey City office running seamlessly and to support our executive leadership team.

Position Overview

We are seeking an experienced Executive Assistant to join our team in Jersey City, NJ. In this dynamic role, you will provide high-level administrative support to our Executive Committee (EXCO) members while overseeing the day-to-day administrative needs of our local office.

The ideal candidate is a self-motivated, detail-oriented professional who possesses a high degree of discretion, thrives in a fast-paced corporate environment, and is comfortable wearing multiple hats—from calendar management and event planning to coordinating office administrative tasks and backing up our documentation team.

Executive & Team Support

• Provide comprehensive administrative support to EXCO members and the broader team, including arranging complex travel, coordinating meetings, planning corporate events, and managing expense reports through SAP Concur.
• Proactively manage multiple complex calendars in Microsoft Outlook, strategically constructing agendas, highlighting key events, planning catering, and coordinating seamless video and audio conferences.
• Anticipate schedule conflicts and coordinate detailed logistics for high-level visitors and international guests.
• Handle general administrative tasks, including processing incoming and outgoing mail, scanning, filing, printing, binding, and drafting correspondence.

Administrative Operations & Facilities Coordination

• Support day-to-day office administrative operations, including ordering pantry and office supplies, managing maintenance requests, and coordinating with building management and external contractors.
• Prepare various internal reports regarding local administrative accounting matters and coordinate directly with the NYC branch.
• Serve as the warm and professional first point of contact, greeting visitors, clients, and guests.
• Act as the local point of contact for Groupe BPCE Headquarters teams, particularly regarding Workplace Management and Business Continuity Planning (BCP).
• Partner with the IT Team and the Operational Risk Manager to support, update, and test the local Business Continuity Plan (BCP).
• Work collaboratively with all internal team members, acting as a dedicated backup for our documentation team to assist with paperwork and file processing during peak periods.
• Take on ad-hoc administrative projects and tasks as business demands evolve.

Requirements

• Experience: A minimum of 10 years of professional administrative experience in a corporate setting directly supporting executives. Prior experience in banking, financial services, or a highly regulated corporate environment is strongly preferred.
• Confidentiality: A proven understanding of the critical importance of confidentiality, discretion, and data security when handling sensitive executive and corporate information.
• Adaptability & Drive: A self-motivated, proactive approach with a strong ability to take initiative, multitask, prioritize workloads, and adapt quickly to shifting priorities in a fast-paced environment.
• Communication & Professionalism: Exceptional written and verbal communication skills with a refined phone manner. Ability to compose polished, professional memos, emails, and correspondence requiring little to no editing.
• Collaboration: A strong team-oriented mindset with the ability to work seamlessly across different departments, while also possessing the independence to execute projects with minimal supervision.
• Organization: Class-leading organizational skills with painstaking attention to detail.
• Microsoft Office Suite Mastery: Advanced proficiency across standard office software, with specific capabilities including:
• Outlook: Advanced calendar management using scheduling assistant/planner functions, recurring meeting structures, private appointments, and sophisticated inbox organization (rules, folders, search, and mail-merge/blast features).
• Word: Ability to design and format complex documents using headers/footers, pagination, tables, hyperlinks, and mail merges.
• Excel: Strong ability to construct, format, and utilize basic functions and formulas to maintain administrative workbooks.
• PowerPoint: Ability to modify and polish professional executive-level presentations.
• Systems: Experience with corporate expense systems (such as Concur) is highly preferred.

What We Offer

BPCE Equipment Solutions offers a collaborative, professional, and supportive working environment where your contributions are directly felt. We offer competitive compensation, comprehensive benefits, and a dynamic office environment in vibrant Jersey City.

The salary range for this position will be between $85,000 - $110,000. We are required by law to include a reasonable estimate of the compensation range for this role. Actual base salary will vary and will be based on several factors including, but not limited to, relevant experience, education, skills set, applicable licensure and certifications, and other business and organizational needs. Base salary is only one component of our total rewards package. BPCE Equipment Solutions also offers a generous benefits package, and you may be eligible for a discretionary incentive award depending on company and individual performance