Executive Assistant

Swift Staffing, Inc; Newton (NJ); On-site; USD 55,000 - 75,000; Full time

Job summary

Swift Staffing, Inc. is seeking an Executive Assistant to provide top-tier administrative support to senior leadership. You will manage complex calendars and travel, coordinate communications across departments, and handle confidential tasks with professionalism.

The ideal candidate excels in organization, problem-solving, and proactive communication, with bilingual ability and strong MS Office/QuickBooks skills. A fast-paced environment with varied responsibilities awaits.

Qualifications

• Proven experience as an Executive Assistant or similar administrative role.
• Proficiency in Microsoft Office (Word, Excel) and data entry.
• Experience handling multi-line phone systems in fast-paced environments.
• Bilingual skills preferred to facilitate communication with diverse clients.
• Strong organizational and time-management abilities.
• Confidentiality and discretion are essential.

Responsibilities

• Manage complex calendars, appointments, and travel for executives with precision.
• Greet visitors and serve as the first point of contact for clients and staff.
• Prepare and organize correspondence, reports, and presentations using MS Office.
• Handle multi-line phone system, prioritize messages, and direct inquiries.
• Maintain office supplies and data entry, file management.
• Assist with project coordination: track deadlines, prepare agendas, take minutes, follow up on actions.
• Provide personal assistant support to executives while maintaining confidentiality.

Skills

Calendar management

Travel coordination

Communication skills

Customer service

Organization

Multitasking

Tools

Microsoft Office

QuickBooks

Job description

Job description:

Job Summary:

We are seeking a dynamic and highly organized Executive Assistant to provide exceptional administrative support to senior leadership. This role is vital in ensuring smooth daily operations, managing complex schedules, and facilitating effective communication across departments.

The ideal candidate will demonstrate proactive problem-solving, excellent organizational skills, and a positive attitude that energizes the workplace. Bilingual abilities and technical proficiency are highly valued to enhance client interactions and streamline office processes.

Duties:

• Manage and coordinate complex calendars, appointments, and travel arrangements for executives with precision and attention to detail.
• Serve as the first point of contact for visitors, clients, and internal teams, demonstrating professional phone etiquette and customer service excellence.
• Prepare, review, and organize correspondence, reports, presentations, and other documents using Microsoft Office Suite including Word, Excel spreadsheets, and productivity software.
• Handle incoming calls via multi-line phone systems, prioritize messages, and direct inquiries efficiently.
• Maintain office supplies inventory, oversee clerical tasks such as data entry and file management, and ensure the office environment is organized and productive.
• Assist with project coordination by tracking deadlines, preparing meeting agendas, taking minutes, and following up on action items.
• Support executive team with personal assistance tasks as needed while maintaining confidentiality and discretion.

Experience:

• Proven experience as an Executive Assistant or in a similar administrative role with a strong background in office management.
• Demonstrated proficiency in Microsoft Office applications (Word, Excel spreadsheets), data entry, and general computer literacy.
• Prior experience handling multi-line phone systems and providing excellent customer support in a fast-paced environment.
• Bilingual skills are preferred to facilitate communication with diverse clients and stakeholders.
• Strong organizational skills with the ability to prioritize tasks effectively while managing multiple responsibilities simultaneously.
• Familiarity with QuickBooks or other accounting software is a plus for handling basic financial documentation.
• Personal assistant experience or office experience that highlights excellent time management, phone communication skills, and professionalism.

Join our team to be part of an energetic environment where your organizational talents will drive success! We value proactive individuals who thrive on supporting leadership while fostering a positive workplace atmosphere.