Executive Assistant

Garden State Brickface and Siding; Rahway (NJ); Hybrid; USD 85,000 - 120,000; Full time

Benefits offered by this job

401(k) matching

Dental insurance

Health insurance

Opportunity for advancement

Paid time off

Parental leave

Training & development

Vision insurance

Job summary

Garden State Commercial Services is seeking an Executive Assistant/Chief of Staff to support the CEO with high-level administrative, sales, and marketing duties. The role demands outstanding multitasking and analytical abilities, initiative, and a proven track record of leading initiatives to drive growth and efficiency.

The position involves coordinating marketing campaigns, vendor onboarding, project management, and strategic initiatives in a dynamic New Jersey environment.

Qualifications

• Bachelor's degree required; 5-10 years of administrative/management/consulting experience preferred.
• Excellent multitasking and analytical skills; initiative and ownership of initiatives with proven results.
• Experience with software, negotiating, and management skills.
• Strong organizational skills; proficiency in Microsoft Office, Google Workspace, and project management software.

Responsibilities

• Manage and maintain the CEO's schedule, appointments, and meetings.
• Answer and direct phone calls, manage correspondence, and prepare documents.
• Organize and maintain reporting logs and CRM entries.
• Provide general administrative support to staff.
• Coordinate sales and marketing efforts, data analysis, and event planning.
• Lead and assist in projects, onboarding vendors/subcontractors, and tracking progress.
• Conduct research, prepare reports/presentations, and handle confidential information.
• Oversee regulatory filings and assist with acquisitions and strategic initiatives.

Skills

Multitasking

Analytical skills

Negotiation

Management

Microsoft Office

Google Workspace

Project management software

Communication

Teamwork

Education

Bachelor's degree

Tools

QuickBooks Online

Job description

Benefits

• 401(k) matching
• Dental insurance
• Health insurance
• Opportunity for advancement
• Paid time off
• Parental leave
• Training & development
• Vision insurance

Job Summary

This is a critical role for a highly organized and proactive individual to serve as the Executive Assistant/Chief of Staff to the CEO of Garden State Commercial Services. The ideal candidate will provide high-level administrative, sales, and marketing support, working directly with the CEO to drive business growth and operational efficiency. This position demands excellent multitasking and analytical skills, as well as a heightened level of initiative and the ability to take extreme ownership of initiatives with proven results. The candidate must have a proven track record of building and managing initiatives. Excellent experience with software, negotiating, and management skills are required.

Garden State Commercial Services specializes in exterior preservation and restoration for commercial, industrial, multi-family residential, governmental, and institutional properties in New Jersey and now caters to single-family consumers.

Responsibilities

Administrative Support:

• Manage and maintain the CEO's schedule, appointments, and meetings.
• Answer and direct phone calls, manage correspondence, and prepare documents.
• Organize and maintain reporting logs and CRM entries.
• Provide general administrative support to staff.

Sales and Marketing Coordination:

• Assist in marketing material creation, data analysis, and event planning.
• Supervise call answering services, ensuring efficient lead qualification.
• Work with marketing agencies to maximize ROI on marketing spend, including Google Ads and other lead generation efforts.

Project Management:

• Lead and assist in projects, including onboarding new vendors and subcontractors.
• Develop and maintain workflows in the project management system.
• Track project progress and ensure timely completion of tasks.

Executive Assistance:

• Act as a point of contact between the CEO and internal/external stakeholders.
• Conduct research, prepare reports and presentations, and handle confidential information.
• Oversee regulatory filings and ensure compliance when needed.
• Assist with company acquisitions and other strategic initiatives.

Financial Oversight:

• Work with accounting and bookkeeping personnel.
• Ensure maximum ROI on marketing spend.
• Utilize QuickBooks Online and other software for financial tracking and reporting.

Additional Responsibilities:

• Onboard new vendors and subcontractors, including building out workflows and tracking progress.
• Supervise call answering services.
• Learn the company's products and services to effectively supervise call answering and other tasks.
• Assist with call qualification to ensure only the most qualified calls are scheduled.
• Work with marketing agencies to ensure they are maximizing resources for lead generation, including Google Ads.
• Identify opportunities for improvement and bring them to the CEO's attention.

Qualifications

• Bachelor's degree required.
• 5-10 years of administrative/management/consulting experience preferred.
• Excellent experience with software, negotiating, and management skills.
• Excellent multitasking and analytical skills.
• Heightened level of initiative with a proven track record of building and taking extreme ownership of initiatives with proven results they can speak to.
• Strong organizational skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace and project management software.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team.
• Positive attitude and willingness to learn and grow with the company.
• Familiarity with sales, marketing, and construction/restoration industries is a plus.
• Experience with QuickBooks Online is a plus.
• Great attention to detail.

Flexible work from home options available.