Temporary Executive Administrative Assistant

Please note this is a temporary position covering a maternity leave Estimated duration is mid June through November On site 5 days a week in Haddonfield NJ Executive Assistant Responsibilities Administrative & Executive Support Manage complex executive calendar for Robert Ferrilli meetings travel personal commitments

Prepare briefs agendas and executive summaries for the executive team along with notes and follow up tasks

Screen calls emails and correspondence on behalf of executives from the mainline and Ferrilli Helpdesk Draft edit and proofread emails reports and presentations on behalf of Robert Ferrilli and members of the executive cabinet

Maintain confidentiality of sensitive business information

Act as a gatekeeper and liaison between executives and internal external contacts

Perform in person administrative tasks duties and routines for the building Mail Fedex boxes Amazon shipments and returns office maintenance with construction and construction crew tenant inquiries grocery lists office equipment inventory cleaning company correspondence for two cleaning companies landscaping correspondence

Marketing material handling in support of the marketing department Create Fedex labels shipments tracking assisting with the salesteam

Coordinating signatures of specific documentation as it relates to Robert Ferrilli and Robert Ferrilli LLCCommunication & Coordination Serve as primary point of contact for executives

Coordinate communication across departments and leadership teams via Teams SOP email communications and phone call Follow up on action items from meetings to ensure completion

Prepare talking points scripts and briefing documents for Robert Ferrilli Manage stakeholder relationships clients board members partners

Coordinate and prioritize appointments with Ferrilli partners Examples LADD Ellucian Salesforce Certinia etc Meeting & Project Management Schedule and organize internal external meetings virtual and in person

Prepare meeting materials presentations and reports

Take detailed meeting notes and distribute minutes

Track deadlines deliverables and project milestones

Assist with strategic planning initiatives and execution tracking

Travel & Logistics Arrange domestic and international travel flights hotels transportation for conferences on campus meetings office visits personal appointments

Create detailed travel itineraries

Handle extremely last minute travel changes pivots and on call emergencies

Manage travel expenses and reimbursements

Financial & Operational Support Process invoices expense reports and budgets for conference events networking events

Coordinate vendor payments and contracts

Assist with procurement and office operations

Corporate Event Planner Responsibilities Event Strategy & Planning Plan and execute corporate events conferences retreats meetings webinars

Vendor & Venue Management Source and negotiate with venues caterers AV teams and vendors

Manage contracts pricing and deliverables

Conduct site visits and walkthroughs

Create hotel rooming lists Uber vouchers catering room preparation welcome bags and serve as greeter for onsite Crucial Conversation training Executive Quarterly Onsite meetings Trailblazer Community Certinia Training Coordinate logistics with all external partners

On Site Event Management Serve as point person during events

Troubleshoot issues in real time Coordinate staff volunteers and vendors

Ensure a seamless attendee experience

Post Event Activities Conduct post event evaluations and reporting

Analyze attendee feedback and KPIsProvide recommendations for future improvements

Manage follow ups and thank you communications

Cross Functional Collaboration Work with HR Marketing Finance Professional Services Managed Services and Operations teams

Support company culture initiatives and employee engagement events

Assist with internal communications and company wide meetings

Soft Skills & Core Competencies Exceptional organization and multitasking abilities

Strong communication written and verbal

Attention to detail and problem solving

Discretion and professionalism

Time management and prioritization

Relationship management and customer service mindset

Adaptability and ability to work in fast paced environments