Executive Assistant to C-Suite: Global Travel & Meetings

HYTORC; Mahwah (NJ); On-site; USD 80,000 - 110,000; Full time

Job summary

HYTORC, the global leader in bolting solutions, invites an Executive Assistant to provide dedicated support to two executives in Mahwah, NJ. You will manage calendars, coordinate domestic and international travel, screen communications, and assist with large meetings and special projects, ensuring discretion and efficiency.

Ideal candidates have at least five years in senior admin roles, a bachelor's degree preferred, and proven experience handling confidential information, coordinating

Qualifications

• High School Diploma or GED required.
• Bachelor’s degree preferred.
• Minimum of five years of progressive administrative support experience, preferably supporting C-suite or senior executive leadership.
• Experience supporting multiple executives simultaneously preferred.
• Experience handling confidential information and executive-level communications required.
• Proficient experience in managing tradeshows, expos and other significant spotlight events.

Responsibilities

• Manage and updating executive calendars, including meetings, appointments, travel, and business commitments.
• Coordinate, review, and approve domestic and international travel arrangements according to the Travel and Expense Policy, including itineraries, flights, hotels, transportation, and related logistics.
• Screen, prioritize, and respond to internal and external calls, emails, and inquiries as appropriate.
• Plan and execute large scale meetings (domestic and international).
• Coordinate company participation in tradeshow events.
• Prepare communication for agendas, gather meeting materials, attend meetings when requested.
• Draft, edit, and finalize confidential correspondence, reports, presentations, spreadsheets, and other business documents.
• Prepare, organize, and route documents for executive review and signature, ensuring accuracy, completeness, and timely processing.
• Collaborate with other departments to meet deadlines and ensure timely execution.
• Timely submit expense reports, invoices, purchase requests, and other administrative documentation accurately.
• Maintain confidential files, records, and executive office materials securely.
• Coordinate meetings, events, conference calls, and visitor arrangements, including room setup and technology needs.
• Support and coordinate all special projects and cross-functional initiatives as assigned by executive leadership.
• Handle, sort, distribute, and prioritize incoming and outgoing mail, packages, and correspondence for executive leadership.
• Handle sensitive business, personnel, and strategic information with discretion and professionalism.
• Perform other duties as assigned.

Skills

MS Office

Communication

Organization

Confidentiality

Time management

Independence

Interpersonal skills

Education

High School Diploma or GED

Bachelor’s degree

Tools

MS Office

Job description

HYTORC, the global leader in bolting solutions, invites an Executive Assistant to provide dedicated support to two executives in Mahwah, NJ. You will manage calendars, coordinate domestic and international travel, screen communications, and assist with large meetings and special projects, ensuring discretion and efficiency.

Ideal candidates have at least five years in senior admin roles, a bachelor's degree preferred, and proven experience handling confidential information, coordinating