Executive Assistant

Systemart, LLC

Newark (NJ)

Hybrid

USD 50,000 - 70,000

Part time

14 days+

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Job summary

A leading administrative services firm is seeking an Executive Assistant in Newark, NJ. The ideal candidate will manage executives' calendars, coordinate meetings, and provide comprehensive administrative support. Candidates should possess excellent communication, organizational skills, and be comfortable in a fast-paced environment. This position requires a minimum of 3 days in the office and offers a preference for a full-time schedule.

Qualifications

Must be a self-starter motivated to complete tasks.
Excellent interpersonal skills and professionalism are essential.
Must communicate clearly when problems arise.
Accountable and dependable resource for assigned tasks.
Must possess integrity and discretion when handling confidential info.

Responsibilities

Manage Executive's calendar and schedule meetings.
Coordinate large internal team meetings and events.
Submit and track monthly expenses in a timely manner.
Provide relationship management support and data entry.
Assist with visitor registration and other administrative tasks.

Skills

Interpersonal skills

Communication skills

Organizational skills

Prioritization skills

Microsoft Suite proficiency

Job description

A flexible multitasker who takes initiative, thrives in a fast-paced environment, and can work independently. Reporting to and supporting the Global Head of Urban Innovation, the ideal candidate will be able to quickly shift priorities and work with various internal and external stakeholders as different needs arise.

You are comfortable operating in an agile environment, adapting to the challenges of a busy office, and possess solid experience successfully navigating the complexities of a large organization. You are a strong team player with exceptional attention to detail. The ideal candidate is expected to be in the Newark office at least two days/week, preferably on Tuesdays and Wednesdays.

About the role

Proactively manages Executive’s calendar, including scheduling large and/or complex internal and external meetings (with high-level executives, local stakeholders, or government officials) while paying close attention to global time zones.

Work closely with fellow coordinators/executive assistants to accommodate more complex meetings involving senior management.

Diligently submits and follows up on monthly expenses (personal and corporate, such as mobile phone bills and travel, both domestic and international) in a timely manner.

Providing relationship management support, which may include follow‑up requests/calls, data entry, and more.

Identifying administrative needs for the organization and initiating or willingly assisting with projects to support those needs.

Perform other administrative support duties, as appropriate (e.g., visitor registration, food orders, parking, meeting notetaking, etc.).

Coordinating large internal team meetings and events/outings (All Hands, brainstorms, presentations, trainings, community outreach, etc.).

Qualifications

Diligence and determination: a self-starter who’s motivated to leave no stone unturned to get the job done.
Excellent interpersonal skills and professionalism are crucial – must be sensitive to business needs and be willing to cooperate as much as possible to accomplish tasks.
Must also quickly and clearly communicate when problems arise (personal or work-related) so leaders can plan accordingly.
Accountability: owns tasks and is a dependable resource; when a task is assigned, it’s as good as done – no follow up necessary.
Familiarity with Outlook and the Microsoft Suite (Word, Powerpoint, and Excel in particular).
Possess great integrity and deep discretion given potential exposure to confidential information.
Strong verbal and communications skills.
Strong organizational skills.
Strong prioritization skills and ability to multi-task.
Ability to work in a fast paced and evolving environment.

Work Schedule

Preference for Monday‑Friday 8:30 a‑m – 5:00 p‑m ET schedule. The in‑office is a minimum of 3 days/week with a strong preference for candidates with flexibility for additional days up to 5 days per week.

Seniority level