Executive Assistant - Princeton NJ/On-Site

STI; Princeton (NJ); On-site; USD 90,000 - 150,000; Full time

Job summary

STI in Princeton, NJ is seeking an Executive Assistant to the CEO to manage day-to-day operations and ensure smooth functioning in a fast-paced environment.

The ideal candidate will excel at calendar and travel coordination, meeting preparation, correspondence, and acting as a trusted liaison with internal and external stakeholders while maintaining discretion and professionalism. This role also serves as Office Manager for the Princeton office, overseeing operations, supplies, and facilities.

Qualifications

• 20+ years experience as an Executive Assistant at CEO level or equivalent.
• Proficiency in Microsoft Office suite.
• Strong organizational and time management skills.
• Excellent written and verbal communication.
• Ability to handle confidential information with discretion.
• Ability to work independently and multitask in a fast-paced environment.

Responsibilities

• Manage complex CEO calendar and travel arrangements with a proactive approach.
• Develop systems to keep the CEO organized and ensure timely deliverables.
• Coordinate tasks and projects for the CEO to meet deadlines.
• Draft and send correspondence on behalf of the CEO.
• Act as a liaison between the CEO and internal/external stakeholders.
• Attend meetings, take notes, and track action items and due dates.
• Oversee daily office operations and office manager duties for the Princeton office.

Skills

Executive support

Calendar management

Travel coordination

Discretion & confidentiality

Written & verbal communication

Cross-functional collaboration

Tools

Microsoft Office

Outlook

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