Executive Assistant

Confidential; Morristown (NJ); On-site; USD 65,000 - 90,000; Full time

Job summary

Confidential in Morristown, NJ is seeking an Executive Assistant to provide high-level administrative and operational support to members of the executive leadership team. The role requires proactive, discreet, and detail-oriented professionals who can anticipate needs in a fast-paced environment.

You will manage complex calendars, coordinate domestic and international travel, prepare meeting materials, and support executives with expense reporting and stakeholder communications.

Qualifications

• Experience supporting executives or senior leaders in a fast-paced environment.
• Strong organizational skills with ability to manage multiple priorities.
• Excellent written and verbal communication with stakeholders at all levels.
• Demonstrates discretion and confidentiality with sensitive information.

Responsibilities

• Provide comprehensive administrative support to multiple senior executives, ensuring schedules and priorities are managed effectively.
• Own and maintain complex calendars, identify scheduling conflicts, and adjust as needed.
• Coordinate domestic and international travel, multi-city itineraries, time zones, accommodations, and transportation.
• Arrange and manage meetings, including rooms, technology, catering, and logistics.
• Help executives prepare for meetings by gathering agendas, materials, and briefing documents.

Skills

Calendar management

Travel coordination

Executive support

Written/verbal communication

Discretion and confidentiality

Meeting coordination

Time management

Problem solving

Tools

Microsoft Office Suite

Outlook

PowerPoint

Job description

We are seeking a highly organized, resourceful, and polished Executive Assistant to provide high-level administrative and operational support to members of an executive leadership team. This individual will work closely with senior executives and serve as a trusted partner in managing their day-to-day priorities.

The ideal candidate is proactive, highly responsive, and comfortable operating in a fast-paced environment where priorities can shift quickly. This role requires exceptional judgement, discretion, attention to detail, and the ability to anticipate needs before they arise. The Executive Assistant will interact regularly with senior leadership, employees, clients, and other key stakeholders.

Key Responsibilities

• Provide comprehensive administrative support to multiple senior executives, helping ensure their schedules and priorities are managed effectively.
• Own and maintain complex calendars, proactively identifying scheduling conflicts and making adjustments as needed.
• Coordinate domestic and international business travel, including multi-city itineraries, multiple time zones, accommodations, transportation, and related logistics.
• Arrange and manage internal and external meetings, including conference rooms, technology, catering, transportation, and other logistical requirements.
• Help executives prepare for upcoming meetings by gathering agendas, presentations, briefing documents, and other relevant materials from internal and external contributors.
• Manage executive-related expenses and ensure weekly expense reports are submitted accurately and on time.
• Monitor and prioritize incoming correspondence, including emails, and ensure important or time-sensitive information is appropriately communicated.
• Assist with meeting preparation and documentation, including taking notes and capturing key action items when requested.
• Coordinate executive lunches, events, office activities, conferences, and other special engagements.
• Prepare and organize materials for presentations, meetings, conferences, correspondence, appointments, and telephone calls.
• Support the development and formatting of presentations, slide decks, speeches, and other executive-facing materials.
• Maintain organized and accessible files, documents, presentations, and other materials on behalf of executive leadership.
• Take ownership of special projects and administrative initiatives as assigned.
• Exercise sound judgement and maintain strict confidentiality when handling sensitive business and executive information.
• Serve as a reliable and professional point of contact for internal and external stakeholders.

Qualifications & Core Competencies

• Previous experience supporting executives, senior leaders, or within a highly administrative, coordination-focused environment preferred.
• Exceptional organizational skills with the ability to manage multiple priorities simultaneously.
• Strong attention to detail and a proactive approach to identifying and resolving potential issues.
• Excellent written and verbal communication skills with the ability to interact confidently with individuals at all levels of an organization.
• Highly proficient in Microsoft Office, Outlook, and related productivity tools.
• Comfortable working in a fast-paced, highly collaborative office environment where priorities may change frequently.
• Demonstrated ability to work independently, exercise sound judgement, and take initiative without constant direction.
• Strong problem-solving skills and the ability to anticipate the needs of senior leadership.
• Ability to create, edit, and format professional presentations and other executive-level materials.
• Highly responsive and dependable with a strong sense of urgency when addressing time-sensitive requests.
• Professional, positive, flexible, and team-oriented approach.
• Ability to work effectively with individuals from diverse backgrounds and across different levels of an organization.
• Demonstrated discretion and sound judgement when handling confidential or sensitive information.
• Ability to adapt quickly and remain composed and effective in a changing environment.