Executive Operations & Travel Coordinator

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

Benefits offered by this job

Medical, Dental, Vision

401(k)

Paid time off

Company-sponsored benefits

Job summary

HYTORC Middle East FZE seeks an experienced Business Operations Administrative Assistant in Mahwah, NJ to support two executives. You will manage calendars, travel, and communications, coordinate large meetings, and handle confidential information with discretion.

This role requires cross-functional collaboration and proactive problem-solving in a fast-paced environment. Ideal candidates have 5+ years of administration, strong MS Office skills, and experience with tradeshow planning.

Qualifications

• Five years of progressive administrative support, preferably at C-suite level.
• Experience supporting multiple executives simultaneously.
• Experience handling confidential information and communications.
• Proven ability to manage tradeshows, expos and large events.

Responsibilities

• Manage and update executive calendars, travel, and commitments.
• Coordinate domestic and international travel per policy.
• Screen, prioritize and respond to calls and emails for executives.
• Plan and execute large-scale meetings (domestic and international).
• Manage company participation in tradeshow events.
• Prepare agendas, materials, and attend meetings when required.
• Draft and finalize confidential documents and route for signature.
• Coordinate cross-department deadlines and timely execution.
• Submit expense reports, invoices, and purchase requests accurately.
• Maintain confidential files and executive records securely.
• Coordinate events, conference calls, and visitor arrangements.
• Support special projects and track deadlines.
• Handle mail and packages with discretion; ensure follow-up.

Skills

Communication

Organization

Discretion

Time management

MS Office

Independence

Interpersonal skills

Education

High school diploma or GED

Bachelor’s degree preferred

Tools

Microsoft Office Suite

Outlook

Excel

PowerPoint

Teams

Job description

HYTORC Middle East FZE seeks an experienced Business Operations Administrative Assistant in Mahwah, NJ to support two executives. You will manage calendars, travel, and communications, coordinate large meetings, and handle confidential information with discretion.

This role requires cross-functional collaboration and proactive problem-solving in a fast-paced environment. Ideal candidates have 5+ years of administration, strong MS Office skills, and experience with tradeshow planning.