Senior Executive Administrative Assistant

Confidential Jobs; New Jersey; On-site; USD 90,000 - 130,000; Full time

Job summary

Confidential Jobs in New Jersey seeks an experienced Executive Assistant to support our C-suite. You will manage a complex calendar, prioritize high-impact meetings, and protect deep work blocks while aligning with corporate goals.

You will anticipate needs, prepare briefing materials, coordinate international travel, handle confidential information with integrity, plan leadership events, and keep the executive office running smoothly.

Qualifications

• 5+ years supporting C-Suite executives.
• Bachelor’s degree in Business Administration, Communications, or related field.
• Senior roles in global environments with 8–12+ years high-touch executive support.

Responsibilities

• Manage a complex, shifting executive calendar across multiple time zones.
• Anticipate executive needs, prepare briefing materials, and solve scheduling problems.
• Lead end-to-end international travel planning, visas, transport, and time-zone scheduling.
• Uphold confidentiality and gatekeep for internal and external stakeholders.
• Plan and execute leadership events and offsite retreats.
• Maintain an optimized executive office environment.

Skills

Executive support

Calendar management

Travel coordination

Confidentiality

Stakeholder liaison

Education

Bachelor's degree in Business Administration

Bachelor's degree in Communications

Tools

Microsoft Office Suite

Google Workspace

Outlook Calendar

Concur

Job description

Responsibilities

• Expert Calendar & Schedule Management: You will manage a complex, shifting calendar, prioritizing high-impact meetings while protecting "deep work" blocks.
• Proactive Anticipation: You possess a "sixth sense" for executive needs, identifying potential scheduling conflicts, preparing briefing materials, and solving problems.
• Global Travel Coordination: Lead the end-to-end planning of intricate international travel itineraries, including visas, ground transport, and time-zone-optimized scheduling.
• Confidentiality & Gatekeeping: Serve as the primary point of contact for internal and external stakeholders. You will handle highly sensitive, confidential information regarding company strategy and innovations with absolute integrity.
• Leadership Events: Plan and execute high-impact offsite retreats and leadership events, managing everything from venue sourcing to agenda flow.
• Office & Operations: Ensure the executive office environment is meticulously maintained and optimized for productivity.

Qualifications

• The Experience: 5+ years of experience supporting C-Suite executives
• The Mindset: A proactive, "no task too small" attitude paired with the sophistication to navigate "big picture" company goals.
• Education & Experience:
• Education: A Bachelor’s degree in Business Administration, Communications, or a related field is typically preferred.
• Proven Track Record: At least 5–10+ years of experience supporting C-level executives. Senior roles in complex or global environments often require 8–12+ years of high-touch executive support.

Required Skills

Technical & Professional Skills:

• Advanced Software Proficiency: Mastery of the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace is essential.
• Scheduling Tools: Expertise in managing complex, multi-time-zone calendars using tools like Outlook Calendar or Google Calendar.
• Travel & Expense Management: Experience using platforms like Concur for booking international logistics and managing executive reporting.

Preferred Skills

Core Competencies (Soft Skills):

• Absolute Discretion: Proven ability to handle highly sensitive, confidential, and non-routine information with the utmost integrity.
• Proactive Problem-Solving: A "sixth sense" for anticipating needs, identifying potential scheduling conflicts, and resolving issues before they elevate.
• Emotional Intelligence: Strong "EQ" to read rooms, manage complex personalities, and serve as an effective liaison to board members and investors.
• Executive Presence: The confidence and professionalism required to represent the executive leadership in high-stakes interactions. Periodic travel will be required.

Other

20% local travel will be required

Must have reliable transportation and valid drivers license to ensure office operations run smoothly.