Executive Assistant & Business Operations Coordinator

Chemspire Llc; Boonton (NJ); Hybride; USD 60 000 - 80 000; Plein temps

Résumé du poste

Chemspire Llc in Morris County, NJ, is seeking an Executive Assistant & Business Operations Coordinator. The role combines executive support, operations coordination, scheduling, travel management, and personal assistance for the Business Owner.

Ideal candidate is highly organized, proactive, and comfortable with frequent priority shifts in a small-business setting. Hybrid work arrangement allows up to three days in-office per week.

Qualifications

• 5+ years in an EA, office manager, operations coordinator, or similar role.
• Experience supporting senior executives or business owners.
• Excellent organizational, communication, and time-management skills.
• Advanced proficiency with Microsoft 365 suite (Outlook, Excel, Word, PowerPoint, Teams).
• Residence in Morris County, NJ.

Responsabilités

• Manage the Business Owner's calendar, appointments, meetings, and priorities.
• Coordinate domestic and international travel arrangements with itineraries and logistics.
• Screen and prioritize emails, calls, and correspondence; prepare presentations and reports.
• Support recruiting, onboarding, payroll-related admin, and vendor communications.
• Ensure confidentiality and coordinate cross-functional communication across team and partners.

Connaissances

Executive support

Organization

Time management

Communication

Adaptability

Outils

Microsoft 365

Outlook

Excel

PowerPoint

Word

Teams

Description du poste

Executive Assistant & Business Operations Coordinator

Location: Morris County, New Jersey
Schedule: Full-Time, Hybrid (Up to 3 Days In-Office)
Salary Range: $60-80,000, commensurate with experience

About the Role

We are seeking a highly organized, proactive, and trustworthy Executive Assistant & Business Operations Coordinator to serve as a strategic partner to the Business Owner of a growing company based in Morris County, New Jersey.

This position combines executive support, business operations coordination, employee scheduling, travel management, project follow-up, and personal assistance. The ideal candidate is resourceful, adaptable, and comfortable managing a wide variety of responsibilities in a dynamic small-business environment.

As a growing organization, responsibilities may evolve over time based on business priorities. The successful candidate will be someone who enjoys variety, takes initiative, and is willing to contribute wherever needed to help the company succeed.

Candidates must reside in Morris County, New Jersey and be available to work in-office up to three days per week.

Primary Responsibilities

Executive Support

• Manage the Business Owner's calendar, appointments, meetings, and priorities.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, and logistics.
• Screen and prioritize communications, including email, phone calls, and correspondence.
• Prepare presentations, reports, meeting materials, and business documents.
• Track follow-up items and ensure timely completion of action items.
• Act as a liaison between the Business Owner, employees, clients, vendors, and business partners.

Business Operations Support

• Assist with day-to-day operational and administrative activities.
• Coordinate company meetings, events, and special projects.
• Support recruiting efforts, including interview scheduling and candidate communications.
• Assist with onboarding activities and employee coordination.
• Support payroll-related administrative processes and business documentation.
• Coordinate vendor communications and maintain business records.
• Help identify and implement process improvements to increase organizational efficiency.

Employee Scheduling & Travel Coordination

• Coordinate employee schedules, meetings, and training events.
• Arrange employee travel and maintain detailed itineraries.
• Communicate scheduling changes and updates effectively.
• Support workforce and calendar coordination as business needs require.

Personal & Confidential Assistance

• Coordinate personal appointments and scheduling for the Business Owner.
• Assist with personal travel arrangements and logistics.
• Research products, services, vendors, and special projects.
• Handle occasional personal administrative matters with discretion and professionalism.
• Maintain strict confidentiality regarding both business and personal matters.

Additional Responsibilities

As a small and growing company, responsibilities are expected to be fluid and may extend beyond the areas listed above. The ideal candidate is comfortable wearing multiple hats and supporting various business functions as needs arise.

Qualifications

Required

• 5+ years of experience in an Executive Assistant, Office Manager, Administrative Manager, Operations Coordinator, or similar role.
• Experience supporting senior executives, business owners, or entrepreneurs.
• Excellent organizational, communication, and time-management skills.
• Strong attention to detail and follow-through.
• Ability to manage multiple priorities and changing deadlines.
• Advanced proficiency with Microsoft 365, including Outlook, Excel, Word, PowerPoint, and Teams.
• High degree of professionalism, discretion, and integrity.
• Valid driver's license and reliable transportation.
• Residence in Morris County, NJ.

Preferred

• Experience in a small or entrepreneurial business environment.
• Recruiting and onboarding experience.
• Familiarity with payroll and HR administration.
• Project coordination or operations management experience.

Ideal Candidate

• Be highly organized and detail-oriented.
• Anticipate needs before they arise.
• Thrive in a fast-paced and evolving environment.
• Demonstrate strong problem-solving skills and sound judgment.
• Be comfortable balancing both business and personal priorities.
• Possess a positive, team-first attitude.
• Take ownership of responsibilities and follow tasks through to completion.

Work Environment

This is a hybrid position based in Morris County, NJ.

• Up to three days per week in the office.
• Remaining days may be worked remotely, based on business needs.
• Occasional flexibility outside traditional business hours may be required to support travel coordination, scheduling adjustments, or executive priorities.

Why Join Us?

This is an opportunity to become a trusted partner to the Business Owner and play an integral role in a growing organization. The position offers meaningful responsibility, variety, and the chance to contribute directly to the company's success and future growth.