Executive Assistant to the CEO

DC Enterprises (iLABS Inc. and Affiliated Companies:); Mahwah (NJ); On-site; USD 75,000 - 110,000; Full time

Benefits offered by this job

Comprehensive health benefits

Competitive 401(k) match

Paid time off

Daily subsidized meals

Monthly birthday celebrations

Job summary

The Beauty Bank LLC in Mahwah, NJ is seeking a full-time Executive Assistant to provide high-level support to the CEO and other C-suite leaders. The role requires superb organization, discretion, and professional communication to manage calendars, meetings, and travel.

Responsibilities include minute-taking, preparing materials, coordinating internal and external communications, and supervising one administrative team member.

Qualifications

• 5-10+ years of experience as Executive Assistant or similar role.
• Ability to handle confidential information with discretion.
• Experience supporting C-suite executives, including travel planning.
• Strong organizational and time-management skills.
• Proficiency with Google Workspace, Microsoft 365 and video conferencing tools.
• Bilingual Korean/English is a plus but not required.

Responsibilities

• Provide comprehensive support to the CEO and other C-suites.
• Manage an active calendar and coordinate meetings/appointments.
• Plan travel arrangements domestically and internationally.
• Take minutes and prepare internal/external communications.
• Screen calls, emails and distribute correspondence.
• Maintain information flow and ensure timely updates.
• Format memos, reports and presentations for distribution.
• Lead and supervise one Administrative team member.
• Handle sensitive matters with confidentiality and discretion.
• Provide off-hour support and high responsiveness as needed.

Skills

Calendar management

Executive support

Confidentiality

Professional communication

Multi-tasking

Meeting coordination

Travel arrangements

Google Workspace

Microsoft 365

Zoom

Slack

AI tools experience

Bilingual (Korean/English)

Tools

Google Workspace

Microsoft 365

Zoom

Slack

AI tools

Job description

The Beauty Bank is currently seeking a full-time Executive Assistant to join our team in Mahwah, NJ. The ideal candidate will provide executive assistance for the CEO. The ideal candidate will manage administrative functions of the C-suite. To be successful in this role, they are expected to be highly professional, well-organized with excellent verbal and written communication skills. They must demonstrate a high level of integrity, maturity and confidentiality.

Responsibilities:

• Provide comprehensive support to the CEO and other C-suites

• Manage an extremely active calendar of meetings/appointments by keeping all attendees well informed of upcoming commitments and responsibilities

• Schedule and plan various meetings/appointments, including booking conference rooms, organizing meeting materials and setting up video conferences

• Take minutes on meetings, conferences, and appointments

• Coordinate detailed travel arrangements, both domestic and international

• Acting as the point of contact among executives, employees, clients and other external partners

• Manage information flow in a timely and accurate manner

• Format information for internal and external communication – memos, emails, presentations, reports

• Screen and direct phone calls and distribute correspondence

• Handle sensitive matters with a high level of confidentiality and discretion

• Provide off-hour support and high level of responsiveness

• Manage one Administrative team member

• Perform other clerical duties as needed

• 5-10+ years of experience as Executive Assistant, Personal Assistant or similar experience & 24/7 mentality

• Experience working with UHNI preferred

• Strong work ethic and confidentiality

• Ability to follow directions, take initiative and proactively close loops

• Proficiency in Google Workspace, Microsoft 365, Zoom, Slack

• Experience using AI

• Solid verbal and written communication skills

• Well-organized, detail-oriented, ability to multi-task with great follow-up skills

• Adaptive and flexible mindset

• Outstanding organizational and time management skills

• Bilingual Korean/English preferred but not required

• Comprehensive Health Benefits package (Medical, Dental, Vision, Life, AD&D)

• Competitive 401(k) match

• Paid time off (Vacation, Sick, Holiday, Summer Fridays)

• Monthly birthday celebrations + other fun activities!

• Daily subsidized meals

The Beuaty Bank LLC is an equal opportunity employer. We do not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other characteristic protected by federal, state or local laws. All employment is decided on the basis of qualifications, merit, and business need.