Executive Assistant III

Spectraforce Technologies; Mount Laurel Township (NJ); Hybrid; USD 60,000 - 80,000; Full time

Job summary

Spectraforce Technologies is seeking an Executive Assistant III to provide high-level secretarial and administrative support to senior executives in a hybrid work setting in Mount Laurel, NJ. The role involves maintaining complex calendars, coordinating travel, and handling confidential matters with tact and discretion.

The ideal candidate will have 4+ years of experience, strong communication skills, and proficiency in MS Office.

Qualifications

• Associate degree or Bachelor's degree required; 4+ years related experience preferred.
• Strong secretarial and administrative skills with knowledge of executive operations.

Responsibilities

• Manage calendars for three VPs and coordinate meetings and travel itineraries.
• Coordinate travel arrangements and manage travel expenses and expense reports.
• Prepare board materials, minutes, and reports; assist with confidential duties.

Skills

Communication

Multi-tasking

Customer Service

Interpersonal Skills

Calendar Management

Travel Booking

Travel Expenses

Expense Reports

Organizational Skills

EA Experience

Education

Associate's degree

Bachelor's degree

Tools

Microsoft Word

Excel

PowerPoint

Job description

Job Titles: Executive Assistant III

Location: Mount Laurel NJ, 08054

Duration: 5 months Assignment

Shift/Hours: 40hours/week, Mon to Fri - 9am to 5pm

Work Model: hybrid, 2 days in office

Scope of Project

Day to day support

Summary

• The Executive Administrative Assistant III provides highly responsible, diversified and confidential secretarial and administrative support to Senior Executives.
• Manages the office of Senior Executives and requires comprehensive knowledge of executive operations, policies, practices and personnel.
• Typical Day-to-Day Responsibilities: managing all 3 VPs calendar, managing travel expenses, booking travel.

Responsibilities

Depth & Scope:

• Coordinates and facilitates high-level executive functions with wide latitude for independent judgment.
• Schedules appointments and coordinates arrangements for meetings, conferences and travel itineraries.
• Performs a variety of duties to conserve the time of the executive, such as keeping personal business bookkeeping records and other personal business items as directed.
• Exhibits a high level of tact and discretion due to the frequency of high level internal and external contacts.
• Demonstrates a thorough understanding of executive's job and methods of work.
• Coordinates and/or supervises office administrative and support personnel, assigning, prioritizing and monitoring work.
• Assists with numerous highly confidential functions including merger and acquisition early stage meetings and due diligence document organization. Compiles, formats, prepares and distributes Board of Directors and Committee meeting materials, minutes and records.
• May participate in other Board activities such as Board website, or preparation of annual meeting documents. Tracks Board participation and activity and coordinates payment of fees.
• Communicates and coordinates with internal departments, community leaders, organizations, shareholders and high-level customers in order to resolve issues and concerns and to relieve executive of administrative details. Follows-up on complaints to ensure their resolution.
• Researches, assembles and prepares data and special reports, providing analysis and summaries (e.g. SEC research, merger & acquisition or Proxy activity).
• Conducts projects as assigned such as coordinating regulatory exams.
• Analyzes complex information requests and determines appropriate action.

Education & Experience

• Associate's degree and/or Bachelor's degree or progressive work experience in addition to experience below.
• 4+ years of related experience.
• Exceptional secretarial and administrative skills.
• Knowledge of division organization, terminology and operations.
• Ability to work independently and within a team.
• Proven organizational skills, with ability to keep others focused, on task and efficient.
• Excellent communication skills, both written and verbal with ability to work with all levels of the enterprise.
• Demonstrated PC skills, including proficiency with spreadsheets, reporting tools and presentation software.
• Years of Overall Experience: 5-7 years.

Must-Have Hard Skills

• Strong communication skills - written and verbal.
• Strong Microsoft Word, Excel and PowerPoint.
• Multi-tasking.
• Customer service skills and interpersonal skills.
• Managing calendars.
• Booking travel.
• Travel expenses.
• Expense reports.
• Strong organizational skills.
• Has worked previously in an EA role.

Physical Requirements

• Concentrating for long periods of time - Continuous.
• Applying common sense to deal with problems involving standardized situations - Continuous.
• Reading, writing and comprehending instructions - Continuous.
• Adding, subtracting, multiplying and dividing - Continuous.
• Lifting/Carrying (under 25 lbs.) - Occasional.
• Moving safely in confined spaces - Occasional.
• Operating standard office equipment - Continuous.
• Performing multiple tasks - Continuous.
• Performing sedentary work - Continuous.
• Domestic Travel - Occasional.