Executive Assistant to the Chief Executive Officer
Location: Farmingdale, NJ
Employment Type: Full-Time
Schedule: Mon-Thurs 8:00 AM – 5:00 PM & Friday 8:00am-2:00pm
Pay Rate: $95,000 - $105,000
About the Role
The Executive Assistant to the Chief Executive Officer is a highly visible, multifaceted role that provides direct executive support while also contributing to office management, project coordination, human resources, recruiting, and day-to-day business operations.
This position requires a highly organized, proactive, and adaptable professional who can effectively manage competing priorities and transition seamlessly between executive-level responsibilities and operational needs. The ideal candidate will be comfortable working in a fast-paced environment where priorities can change quickly and where confidentiality, sound judgment, and professionalism are essential.
In addition to supporting the CEO, this individual will serve as a key organizational resource, coordinating projects, supporting employees and managers, assisting with recruiting and onboarding activities, and helping ensure the office operates efficiently.
Key Responsibilities
Executive Support
- Manage the CEO’s calendar, appointments, meetings, travel arrangements, and daily schedule.
- Coordinate internal and external meetings, including agendas, materials, logistics, and follow-up.
- Prepare, edit, and organize correspondence, presentations, reports, and other executive-level documents.
- Prepare and reconcile expense reports with accuracy and attention to detail.
- Maintain confidential records, files, and sensitive business information.
- Monitor and track action items resulting from executive meetings and ensure appropriate follow-up.
- Serve as a professional point of contact between the CEO, employees, customers, vendors, business partners, and other stakeholders.
- Handle sensitive and confidential matters with a high degree of discretion and professionalism.
- Assist the CEO with special projects, research, presentations, and business initiatives as needed.
Office Management & Administration
- Support the day-to-day administrative operations of the office and ensure a professional, organized, and efficient work environment.
- Coordinate office needs, supplies, vendors, meetings, events, and other administrative services.
- Assist with facilities-related coordination and general office logistics.
- Develop and maintain organized filing systems, records, and administrative processes.
- Coordinate communication and information flow between leadership, employees, and departments.
- Identify opportunities to improve administrative processes and overall office efficiency.
- Provide general administrative support across multiple areas of the organization as business needs arise.
Project Coordination
- Coordinate and support special projects assigned by the CEO and senior leadership.
- Develop timelines, track deliverables, coordinate meetings, and monitor project progress.
- Follow up with internal teams and external partners to ensure deadlines and commitments are met.
- Organize project documentation and maintain accurate records.
- Help coordinate cross-functional initiatives involving multiple departments.
- Proactively identify outstanding items, potential delays, and areas requiring follow-up.
Human Resources Support
- Provide administrative support for various HR initiatives and employee-related processes.
- Coordinate meetings and communication related to employee and HR matters.
- Assist with maintaining accurate and confidential employee records.
- Support HR projects, employee engagement initiatives, and company events.
- Partner with HR leadership on administrative tasks and special projects as needed.
- Help facilitate communication between employees, managers, leadership, and HR.
- Coordinate candidate phone screens, interviews, and meetings with hiring managers and leadership.
Industry & Business Support
- Work effectively within a fast-paced manufacturing environment supporting the nutraceutical and dietary supplement industry.
- Collaborate with departments across the organization, including Operations, Quality, Finance, Sales, Human Resources, and Leadership.
- Support business initiatives that may span both nutraceutical and medical/healthcare-related environments.
- Maintain a strong understanding of organizational priorities and proactively anticipate administrative and operational needs.
- Perform additional duties and special projects as assigned by the CEO or senior leadership.
Qualifications
- 3-5 years of progressive experience in executive administration, office management, project coordination, human resources, recruiting, or a related business support function.
- Demonstrated experience supporting C-level executives or senior leadership.
- Experience managing complex calendars, scheduling, travel, meetings, and competing priorities.
- Strong office management and administrative skills with the ability to oversee multiple responsibilities simultaneously.
- Experience coordinating projects, tracking deadlines, and working with cross-functional teams.
- Previous experience supporting HR functions and/or recruiting is strongly preferred.
- Experience with candidate sourcing, resume screening, interview coordination, and onboarding is a plus.
- Experience in manufacturing, nutraceuticals, dietary supplements, medical, healthcare, or a related industry is highly preferred.
- Excellent written and verbal communication skills.
- Strong interpersonal skills and the ability to interact professionally with employees, executives, customers, vendors, and external partners.
- Exceptional organizational and time-management skills.
- Ability to exercise sound judgment and maintain strict confidentiality.
- Highly proactive, resourceful, and solution-oriented with the ability to anticipate needs before they arise.
- Strong attention to detail and ability to manage multiple priorities in a fast-paced environment.
- Proficiency with Microsoft Office Suite, Google Workspace, and other business productivity tools.
- Ability to work independently while also collaborating effectively across departments.
- Associate or bachelor’s degree in Business Administration, Human Resources, Communications, or a related field preferred; equivalent professional experience will be considered.
Pay: $95,000.00 - $105,000.00 per year
Work Location: In person
