Executive Operations Associate

Jobtailor; Englewood Cliffs (NJ); On-site; USD 60,000 - 80,000; Full time

Job summary

Jobtailor is seeking an experienced administrative professional in New Jersey to manage calendars, coordinate meetings, and prepare agendas with supporting materials. You will track action items, provide status updates, and help optimize workflows using AI tools like ChatGPT and Copilot.

Strong writing and organizational skills are essential, with a track record of timely follow-through and effective communication across departments and leadership.

Qualifications

• Experience managing complex calendars and coordinating meetings across multiple stakeholders.
• Proven ability to draft, edit, and format professional documents and presentations.
• Strong organizational and time-management skills with detail orientation.

Responsibilities

• Draft, edit, and format professional documents, presentations, proposals, and reports.
• Coordinate communication between departments and leadership.
• Prepare recurring and ad hoc reports and dashboards.
• Document meeting action items, assign ownership, and track completion.
• Identify bottlenecks and suggest workflow improvements using AI tools.

Skills

Calendar Management

Organizational Skills

Written and Verbal Communication

Time Management

Problem-Solving

Follow-Through

Stakeholder Management

Attention to Detail

Education

High School Diploma or Equivalent

Tools

AI Tools

ChatGPT

Microsoft Copilot

Job description

Requirements

• Manage complex calendars and schedule meetings across multiple stakeholders
• Coordinate meeting logistics and prepare agendas and supporting materials
• Document meeting action items, assign ownership, and track completion
• Prioritize incoming requests and help manage executive workload
• Track ongoing initiatives and ensure deadlines are met
• Follow up with team members on outstanding tasks and commitments
• Maintain project trackers and provide regular status updates
• Identify bottlenecks and proactively upscale issues
• Draft, edit, and format professional documents, presentations, proposals, and reports
• Organize digital files and maintain consistent documentation
• Assist with creating SOPs, templates, and workflow documentation
• Prepare recurring and ad hoc reports
• Draft and manage professional email correspondence
• Coordinate communication between departments and leadership
• Ensure timely follow-up on requests and outstanding items
• Leverage AI tools such as ChatGPT, Claude, Microsoft Copilot, or similar platforms
• Identify opportunities to automate repetitive tasks and improve workflows
• Continuously seek ways to increase productivity through technology
• Perform other tasks as assigned

Core Competencies

Demonstrates strong organizational and time management skills while effectively managing complex calendars and coordinating communication across multiple stakeholders. Proficient in leveraging technology to improve workflows and automate tasks, ensuring timely follow-up and completion of initiatives.

Highest-signal resume keywords

• Calendar Management
• Microsoft Office Proficiency
• Organizational Skills
• Written and Verbal Communication
• Critical Thinking

Hard Skills

• Document Drafting
• Meeting Coordination
• Project Tracking
• SOP Creation
• Report Preparation

Soft Skills

• Attention to Detail
• Time Management
• Self-Motivation
• Problem-Solving
• Follow-Through

Certifications & Qualifications

• High School Diploma or Equivalent

Industry Keywords

• Stakeholder Management
• Meeting Logistics
• Workflow Documentation
• Email Correspondence
• Productivity Improvement

Tools & Technologies

• AI Tools
• ChatGPT
• Microsoft Copilot