Executive Assistant

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

Job summary

HYTORC, the global leader in bolting solutions, invites an Executive Assistant to provide dedicated support to two executives in Mahwah, NJ. You will manage calendars, coordinate domestic and international travel, screen communications, and assist with large meetings and special projects, ensuring discretion and efficiency.

Ideal candidates have at least five years in senior admin roles, a bachelor's degree preferred, and proven experience handling confidential information, coordinating

Qualifications

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

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.
• Screen, prioritize, and respond to internal and external calls, emails, and inquiries as appropriate.
• Plan and execute large scale meetings (domestic and international).
• Coordinate company participation in 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 with other departments to meet deadlines and ensure timely execution.
• Timely submit expense reports, invoices, purchase requests, and other administrative documentation accurately.
• Maintain confidential files, records, and executive office materials securely.
• Coordinate meetings, events, conference calls, and visitor arrangements, including room setup and technology needs.
• Support and coordinate all special projects and cross-functional initiatives as assigned by executive leadership.
• Handle, sort, distribute, and prioritize incoming and outgoing mail, packages, and correspondence for executive leadership.
• Handle sensitive business, personnel, and strategic information with discretion and professionalism.
• Perform other duties as assigned.

Skills

MS Office

Communication

Organization

Confidentiality

Time management

Independence

Interpersonal skills

Education

High School Diploma or GED

Bachelor’s degree

Tools

MS Office

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

• MS Office proficiency (Outlook, Word, Excel, PP)
• 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.

Work Environment

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.