Executive Assistant

Kelly; Titusville (NJ); Hybrid; USD 42,000 - 60,000; Full time

Job summary

Kelly is seeking a highly organized Executive Assistant to provide comprehensive administrative and project coordination support to two Vice Presidents. This role also supports the broader Titusville team with office operations and travel logistics.

The successful candidate thrives in a fast-paced environment, demonstrates sound judgment, and can manage multiple priorities with minimal supervision. Proficiency in Microsoft Office and experience with Concur are essential.

Qualifications

• Minimum 5 years of high-level executive administrative or office management experience.
• Strong organizational and time-management skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to work independently and handle confidential information.

Responsibilities

• Provide high-level administrative and project coordination support to two Vice Presidents.
• Manage complex calendars, Outlook meetings, and coordinate with other EAs to schedule across time zones.
• Coordinate domestic and international travel arrangements through Concur and prepare expense reports.
• Maintain files and records, handle confidential information with discretion, and communicate effectively at all levels.

Skills

Calendar management

Travel coordination

Expense reporting

Communication

Discretion/confidentiality

Microsoft Office

Education

Associate degree

Bachelor's Degree preferred

Tools

Concur

Ariba

Job description

Work Schedule: Hybrid, minimum 3 days per week onsite (Tuesday - Thursday) with the flexibility to work remotely 2 days per week (Monday & Friday)

Pay: 37.00 per hour

Position Overview

Kelly is seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative and project coordination support to two Vice Presidents. This individual will also provide general administrative support to the broader Team based in Titusville.

The ideal candidate is a polished, proactive, resourceful professional who thrives in a fast-paced high demand environment, exercises sound judgment, and is comfortable managing multiple priorities with minimal supervision or direction. This role will serve as a key point of contact for day-to-day office and administrative needs, including but not limited to meeting coordination, travel, expenses, catering, conference rooms, A/V support, shipping, ordering and maintaining office supplies, etc.

Key Responsibilities

Executive & Administrative Support

• Provide high-level administrative and project coordination support to two Vice Presidents.
• Manage complex calendars, schedule meetings through Outlook, and coordinate with other executive assistants to identify mutually convenient meeting times.
• Coordinate domestic and international travel arrangements through Concur.
• Prepare and process expense reports accurately and timely using Concur.
• Maintain files, records, and assigned projects as needed.
• Handle confidential and sensitive information with discretion and professionalism.
• Communicate effectively with employees and leaders at all levels of the organization.

Meeting & Office Coordination

• Coordinate all meeting logistics, including conference room reservations, catering, Teams setup, and A/V support.
• Serve as a go-to resource for office-related needs, including catering, shipping, meeting spaces, technology support, and supplies.
• Support meeting preparation and ensure logistics are organized and executed efficiently.

Operational & Project Support

• Partner with internal teams to support Purchase Orders and eMarketplace orders as needed.
• Manage multiple, and at times competing, priorities in a fast-paced and demanding environment.
• Independently prioritize and execute assignments with minimal direction or day-to-day supervision.
• Anticipate needs, resolve routine issues, and maintain strong follow-through across responsibilities with minimal follow-up required.

Required Qualifications

• Minimum of an Associate degree, Bachelor's Degree preferred.
• Minimum of 5 years of high-level executive administrative or office management experience, ideally within a fast-paced corporate environment.
• Strong organizational and time-management skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Demonstrated ability to manage multiple priorities and shifting deadlines effectively.
• Ability to work independently, exercise good judgment, and execute tasks with minimal supervision.
• High level of discretion and ability to maintain confidentiality.
• Strong proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Ability to maintain poise and professionalism in a complex, high-profile, and rapidly changing environment.

Preferred Qualifications

• Experience with Concur and Ariba.
• Experience coordinating domestic and international travel.
• Experience supporting senior-level or executive leaders.
• Strong listening, analytical, facilitation, and organizational skills.
• Demonstrated collaboration, influencing, and relationship-building skills.
• Ability to anticipate needs and proactively identify solutions.