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Senior Executive Administrative Assistant in Barrington, NJ at Staffing Now

Date Posted: 2/23/2021

Job Snapshot

Job Description

Senior Executive Assistant - professional who provides support to the President and other members of the senior leadership team needed for client in South Jersey. Responsible for coordinating and scheduling internal meetings, Board and Shareholder meetings and arranging travel as needed. Position requires excellent facilitation, communication and computer skills and the ability to maintain confidentiality.

Essential Functions:

  • Manage the Board Meetings:
    • Communication with the Board regarding meeting dates, location, travel details, special needs/request
    • Organize all transportation related to the Board including airport, dinners, etc.
    • Support the leadership team - meeting supplies, log into drop box, PC, parking, etc.
    • Assist in developing agendas for all aspects of the meeting and subcommittees; provide copies to all members at the meeting
    • Facilitate development of project or portfolio templates related to key initiatives; update as needed for each meeting
    • Organize Board meeting supplies - name plaques, post its, highlighters, pens, cough drops, candy, extra tissues, loaner laptop, etc.
    • Book hotel and meeting space in both AZ and NJ (all contracts to be reviewed and signed by CMO and CEO)
    • Arrange, select and organize all breakfasts, lunches and dinners
    • Responsible for Board check process
    • Responsible for the Shareholder process
  • Coordinate other meeting agendas as requested
  • Manage senior leadership team calendars and schedule appointments as required
  • Arrange complex and detailed travel plans and itineraries, compile documents for travel related meetings
  • Coordinate all logistics and travel for meetings
  • Act as a liaison between department or divisions
  • Assist with hosting all visitors to EOB, including an updated itinerary, rides to and from office, meal arrangements or other as needed. Facilitate open desks. Communicate visitors to relevant staff
  • Create a list of approved hotels and restaurants for visitors or interviews
  • Participate in projects with other EO facilities, as needed
  • Other duties as assigned by the senior leadership team

To perform this position successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Required Skills & Abilities:

  • PC proficiency in Microsoft Operating System (Word, Excel, Access, Power Point)
  • Ability to work independently and in a discretionary manner
  • Ability to implement new procedures or changes
  • Ability to communicate effectively with senior leaders and Board members
  • Organizational skills
  • Writing skills
  • Project management skills
  • General knowledge of the industry and product line
  • Other requirements as needed by department

Bachelor's Degree in Business Administration, Communications, or related field preferred; Technical education or experience preferred and possibly required; minimum of five (5) years related prior work experience and/or training in provision of administrative support at an executive level.