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Executive Administrative Assistant in Princeton, NJ at Staffing Now

Date Posted: 6/12/2018

Job Snapshot

Job Description

Executive Administrative Assistant needed for Global Client in Princeton, New Jersey.

  • Work closely with Corporate Staff who handles high-profile projects on behalf of public and private corporations.
  • Reports directly to their assigned report and will work with other administrative professionals on assignments important to the on-going success of the office and practice, as required.

The Administrative Assistant will be responsible for providing administrative support to their assigned consultant(s). Specific responsibilities include, but are not limited to:

  • Act as the project coordinator for all open engagements being executed by consultant(s) and on-going business development projects, including monitoring the process, assuring completion of internal and external documentation, and attachment of required documents to our database.
  • Open and close projects accurately and properlylusing cross-border alternatives; assure that all required documentation is completed and processed.
  • Review/approve monthly client billing invoices to insure accurate invoicing; monitor Accounts Receivable Aging Detail and Unbilled Expenses and assist in timely account collections.
  • Draft proposals, position specifications and candidate resumes, in coordination with other administrative assistants and consultants on the team.
  • Schedule, organize and log video conference meetings and candidate meetings with clients.
  • Ensure that candidate education verifications are completed on a timely basis.
  • Ensure accurate and timely notations for candidates, engagement and business development individuals/companies.
  • Assist in business development including using Internet to research companies, individuals and industries; Update consultant's business development in system.
  • Monitor all engagements exported or shared with other offices and/or consultants worldwide.
  • Produce written responses to email and phone contacts.
  • Review all reports from Accounting to ensure accuracy, requesting corrections when and where necessary.
  • Prepare and submit accurate and timely expense reports and timesheets for Senior Partner and self, and reconcile Diners/MasterCard statements.
  • Ensure effective coordination of workflow by partnering with the Director of Administration and other office staff when necessary.
  • Regular backup telephone support for one Admin and their two consultants during lunch and absences.
  • Participate in regularly scheduled office meetings.
  • Keep up-to-date on policies and procedures and software by reviewing all emails and attending training sessions when necessary.
  • Participate in training new hires and temporary staff.
  • Handle a high volume and variety of calls from clients, candidates, business development contacts and job-seekers.
  • Maintain Partner's business calendar and coordinate travel and schedules; prepare detailed itinerary for each trip (heavy travel schedule, both domestic and international).
  • Maintain Partner's contact directories (Searcher, Outlook and lists).


A minimum of a high school education or its equivalent is required. A bachelor's degree (or degree in process) in business or a related field is highly preferred.

Background & Requirements:

  • No less than three years experience as an administrative assistant in a business environment preferred, ideally in a service firm.
  • Demonstrated track record of upward progression within a corporate environment combined with sound judgment and professional maturity is strongly preferred.
  • Must be able to work with little supervision, be detail-oriented, flexible in terms of hours and responsibilities, and able to organize multiple priorities and work deadlines.
  • Knowledge of Microsoft Windows XP and Microsoft Office XP, is preferred; at the least, proficiency in Microsoft Windows and Microsoft Office is required.
  • Experience with relatively high volumes of production and word processing.