Job Summary
We are seeking a dynamic and highly organized Executive Assistant to support the President of our organization. This pivotal role involves providing comprehensive administrative, financial, and operational support to ensure the smooth functioning of executive activities. The ideal candidate will demonstrate exceptional organizational skills, technical proficiency, and the ability to manage multiple priorities with professionalism and discretion. As a key partner in daily operations, you will facilitate effective communication, coordinate projects, and assist with strategic initiatives to help drive organizational success.
Duties
- Manage and maintain the owner's complex calendar, scheduling meetings, appointments, and business travel arrangements efficiently.
- Prepare, proofread, and transcribe correspondence, reports, presentations, and other documents with precision.
- Coordinate internal communications across departments and business ventures to ensure timely dissemination of information.
- Organize and support company events, meetings, and conferences from planning stages through execution.
- Handle bookkeeping tasks using QuickBooks, including data entry, invoicing, expense tracking, and financial record management.
- Assist with project coordination by tracking deadlines, preparing materials, and collaborating with various teams to ensure project milestones are met.
- Manage office operations including filing systems, multi-line phone systems, office supplies procurement, and maintaining confidentiality of sensitive information.
- Utilize Microsoft Office Suite (Word, Excel, PowerPoint) and productivity software to streamline workflows and enhance productivity.
- Facilitate communication via video conferencing software for remote meetings; ensure all technical aspects are functioning smoothly.
- Support business development efforts by organizing client files, preparing reports, and managing correspondence related to strategic initiatives.
Qualifications
- Proven experience as an executive assistant or personal assistant is preferred.
- Strong organizational skills with the ability to prioritize tasks effectively in a fast-paced environment.
- Excellent written and verbal communication skills with keen attention to detail.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint), Outlook Calendar management, QuickBooks, and video conferencing tools such as Zoom or Teams.
- Demonstrated experience in event planning and project coordination..
- Ability to handle confidential information with integrity and professionalism.
- Technical proficiency in office management software including DocuSign for electronic signatures and data entry systems.
- Experience in bookkeeping or basic accounting functions is preferred.
- Exceptional phone etiquette and customer service skills for internal and external communication.
- Strong typing skills combined with transcription and proofreading abilities to produce accurate documents swiftly.
Join us as an Executive Assistant to the President where your organizational expertise will empower leadership success! This paid position offers an exciting opportunity with plenty of room to grow and develop your career while supporting a vibrant organization committed to excellence in every detail of our operations.
Pay: $55,000.00 - $65,000.00 per year
Application Question(s):
- This position is full-time, Monday through Friday, 9-5. Are you available full-time?
Experience:
- Personal assistant: 2 years (Required)
- QuickBooks: 2 years (Required)
Ability to Commute:
- Hackensack, NJ 07601 (Required)
Work Location: In person
