Executive Assistant

HYTORC Middle East FZE; Mahwah (NJ); On-site; USD 80,000 - 110,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) plan

Paid time off

Job summary

HYTORC Middle East FZE is seeking an Executive Assistant to provide dedicated support to two executives. You will manage complex calendars, coordinate domestic and international travel, and prepare confidential materials in a fast-paced environment.

As a trusted partner to the leadership team, you will screen inquiries, plan meetings, and ensure timely completion of action items while maintaining discretion and professionalism across cross-functional departments.

Qualifications

• High level administrative support experience, preferably supporting C-suite or senior executives.
• Experience coordinating domestic and international travel and meetings.

Responsibilities

• Manage and update executive calendars, including meetings, travel, and commitments.

Skills

Outlook

Word

Excel

PowerPoint

Teams

Communication

Organization

Confidentiality

Time management

Education

High School Diploma or GED

Bachelor’s degree in Business Administration/Communications/related field

Tools

Microsoft Office Suite

Job description

HYTORC, the global leader in industrial bolting solutions, is seeking an Executive Assistant to provide dedicated support to two executives. This is a critical role for someone who excels at managing priorities, maintaining confidentiality, and ensuring executive operations run seamlessly.

As a trusted partner to executive leadership, you will serve as the central point of coordination for complex schedules, communications, travel, meetings, and special projects. Your ability to anticipate needs, solve problems proactively, and manage sensitive information with discretion will directly contribute to the success and efficiency of our leadership team and organization.

Essential Duties and Responsibilities

• Manage and updating executive calendars, including meetings, appointments, travel, and business commitments.
• Coordinate, review, and approve domestic and international travel arrangements according to the Travel and Expense Policy, including itineraries, flights, hotels, transportation, and related logistics.
• Serve as a communication liaison by screening, prioritizing, and responding to internal and external calls, emails, and inquiries as appropriate.
• Plan and execute large scale meetings (domestic and international)
• Manage company participation in various tradeshow events.
• Prepare communication for agendas, gather meeting materials, attend meetings when requested.
• Draft, edit, and finalize confidential correspondence, reports, presentations, spreadsheets, and other business documents.
• Prepare, organize, and route documents for executive review and signature, ensuring accuracy, completeness, and timely processing.
• Collaborate and communicate effectively with other departments to make that deadlines are adhered to and executed timely.
• Timely submit expense reports, invoices, purchase requests, and other administrative documentation accurately and timely.
• Maintain confidential files, records, and executive office materials in an organized and secure manner.
• Coordinate meetings, events, conference calls, and visitor arrangements, including room setup, technology needs, and hospitality support.
• Support and coordinate all special projects and cross-functional initiatives as assigned by executive leadership, including tracking deadlines, gathering information, preparing updates, and ensuring action items are completed.
• Handle, sort, distribute, and prioritize incoming and outgoing mail, packages, and correspondence for executive leadership, ensuring timely follow-up and confidentiality.
• Handle sensitive business, personnel, and strategic information with discretion, professionalism, and confidentiality.
• Perform other duties as assigned.

Supervisory Responsibilities

None

Education/Experience Required

• High School Diploma or GED required.
• Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• Minimum of five years of progressive administrative support experience, preferably supporting C-suite or senior executive leadership.
• Experience supporting multiple executives simultaneously is preferred.
• Experience handling confidential information and executive‑level communications required.
• Proficient experience in managing tradeshows, expos and other significant spotlight events.

Required Skills/Abilities Necessary:

• Strong written and verbal communication skills.
• Excellent organizational skills, attention to detail, and ability to manage multiple priorities.
• Ability to maintain confidentiality, professionalism, and discretion at all times.
• Strong time‑management and follow‑up skills.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to prepare clear correspondence, reports, presentations, and meeting materials.
• Ability to work independently, anticipate needs, and respond effectively in a fast‑paced environment.
• Strong interpersonal skills and ability to interact professionally with executives, employees, customers, vendors, and visitors.

Physical Demands/Requirements

This position requires prolonged periods of sitting at a desk and working on a computer. The employee is regularly required to communicate, type, use standard office equipment, and review documents. The employee may occasionally lift or move up to 10 pounds.

Standard office environment with moderate noise levels. The position may require flexibility to support executive schedules, early or late evening meetings, weekends as time‑sensitive business needs require.

The position requires domestic and international travel, sometimes on short notice (valid travel documents are required). Total travel could be up to 15-20% per year.

Compensation

The anticipated salary range for this position is $80,000 to $110,000 annually. Actual compensation will be based on experience, qualifications, skills, and other business‑related factors. HYTORC offers a comprehensive benefits package including medical, dental, vision, 401(k), paid time off, and other company‑sponsored benefits.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.