Executive Assistant - Princeton NJ/On-Site

STI; Princeton (NJ); On-site; USD 85,000 - 120,000; Full time

Job summary

STI is seeking an Executive Assistant to the CEO in Princeton, NJ. The role supports day-to-day operations, manages the CEO’s calendar and travel, and acts as the primary liaison with internal and external stakeholders.

The candidate will maintain discretion, handle confidential information, and ensure smooth office operations across the Princeton office, including event coordination and task tracking.

Qualifications

• Proven track record as an Executive Assistant to CEO level or similar
• Ability to manage complex calendars and travel itineraries
• Strong written and verbal communication with attention to detail
• Demonstrated discretion, integrity and confidentiality
• Ability to multitask in a fast-paced environment
• Proactive problem-solving and organizational skills
• Experience coordinating internal/external stakeholders

Responsibilities

• Manage complex CEO calendar and travel arrangements with proactive planning
• Develop and maintain systems to keep the CEO organized and track client interactions
• Coordinate tasks, follow-ups, and projects to meet deadlines
• Draft and send correspondence on behalf of the CEO
• Act as the point of contact between CEO and stakeholders
• Attend meetings and take notes with clear action items and due dates
• Handle personal tasks and errands to maximize CEO time
• Oversee office operations and vendor relationships for the Princeton office
• Organize visits and manage onsite/offsite events as needed
• Provide ad-hoc research and special projects as assigned

Skills

Executive support

Calendar management

Travel coordination

MS Office proficiency

Discretion & confidentiality

Communication skills

Relationship building

Note taking

Office management

Tools

Microsoft Office (Outlook, Word, Excel, PowerPoint)

Job description

Job Title: Executive Assistant

Location: Princeton NJ – Work from Office position – 5 days in a week

FTE

The Role

The high performing Executive Assistant to the CEO , plays a crucial role in supporting and managing the day-to-day operations and smooth functioning of the CEO. The perfect candidate will enjoy operating at fast pace, bringing order to complexity, have impeccable organizational skills, and possess sound judgement and absolute discretion.

Main Responsibilities

Provide comprehensive administrative and executive support to the CEO including:

• Manage complex and frequently changing CEO calendar and travel arrangements with a flexible and proactive approach
• Develop and maintain systems and processes to keep CEO organized including follow-up on past client calls/meeting and maintaining client tracking list of interaction history, with follow up dates to nurture relationship and ensure timely deliverables
• Coordinate and prioritize tasks, follow-ups, and projects for the CEO, ensuring that deadlines are met
• Draft, prepare and send correspondence on behalf of CEO
• Act as a point of contact between the CEO and internal/external stakeholders
• Attend and participate in internal meetings as needed taking detailed notes, and ensuring CEO is aware of action items/due dates
• Manage and initiate professional and personal thank you correspondence and gifting for all occasions
• Coordinate offsite events/meetings including managing attendees, logistics, materials, follow-ups and action tracking

Handle ad-hoc tasks, special projects and research as assigned by the CEO

Handle personal tasks/errands/bookings as necessary to maximize the CEO's time

Act as Office Manager for Princeton office ensuring it runs smoothly and efficiently including:

• Oversee daily office operations
• Maintain supplies and food/drink
• Interact with building management to ensure office is organized, properly equipped and safe
• Organize/manage customer visits

Required Knowledge, Skills, Abilities

• 20+ years experience as an Executive Assistant at CEO level or similar administrative role
• Proficient in Microsoft Office suite (Outlook, Word, Excel, PowerPoint)
• Strong organizational and time management skills with the ability to multitask effectively
• Excellent written and verbal communication skills
• Ability to interact, communicate, and build positive relationships with others at all levels across the globe
• Ability to maintain a high degree of confidentiality, discretion and professionalism
• Ability to work independently to plan, coordinate and organize projects
• Ability to multi task and prioritize in a constantly changing environment
• Strong problem-solving and decision-making capabilities
• Flexibility and willingness to handle both strategic and routine tasks
• Ability to work off shift/overtime as required to support an extremely busy CEO