Executive Assistant

Trustpoint.

One has partnered with a growing legal services organization to identify a highly organized, discreet, and proactive Executive Assistant to provide high-level administrative support to the organization’s executive team on a direct hire basis. This role requires the ability to manage competing priorities across multiple senior stakeholders, exercise sound judgment with confidential information, and serve as a trusted point of coordination between the executive team, staff, and outside parties.

The ideal candidate thrives in a fast-paced environment, anticipates needs before being asked, and brings professionalism and precision to every interaction.

The Executive Assistant is required to work on-site in Newark, NJ from 9:00 am until 6:00 pm Monday through Friday. Duties include but are not limited to:

• Manage complex, frequently changing calendars for four executives, proactively resolving scheduling conflicts and prioritizing time based on business needs
• Coordinate travel arrangements, including itineraries, accommodations, and expense reporting
• Plan and organize meetings, including agendas, materials, room logistics, and follow-up action items
• Serve as a primary point of contact between the executives and internal staff, clients, and external partners, screening and prioritizing communications
• Draft, proofread, and format correspondence, reports, presentations, and other documents on behalf of the executive team
• Track and follow up on deliverables and deadlines across multiple executives to ensure nothing falls through the cracks
• Handle sensitive and confidential information (personnel, legal, and client matters) with the utmost discretion
• Process expense reports, invoices, and administrative approvals in a timely manner
• Coordinate cross-functionally with other assistants and departments to align schedules and priorities across the leadership team
• Support special projects and initiatives as assigned by any of the supported executives

• 5+ years of experience as an Executive Assistant, ideally supporting multiple senior executives simultaneously
• Bachelor’s degree preferred or equivalent professional experience
• Exceptional written and verbal communication skills
• Proven ability to manage competing priorities and shifting demands from multiple stakeholders with composure
• High degree of discretion, integrity, and sound judgment when handling confidential information
• Strong proficiency with Microsoft Office suite, scheduling/collaboration tools (e.g., Outlook, Zoom, Teams), project management software (e.g., Airtable, Asana), and AI tools (e.g., Claude, ChatGPT, Gemini)
• Excellent organizational and time management skills and meticulous attention to detail
• Prior experience in a legal or professional services environment is a plus, but not required

Base Salary:
Starting at $70,000, commensurate with experience

If you would like to learn more about the Executive Assistant position available in Newark, NJ, then please submit your resume, in Word format, by clicking the Apply Now button.

• Must be able to perform essential duties satisfactorily with reasonable accommodations
• Work is generally performed sitting, talking, hearing, and typing
• This is a high-volume screen-based role, requiring constant, prolonged computer usage, including but not limited to: reviewing documents, managing visual content, and attending virtual meetings
• Visual acuity required for computer use, data analysis, and extended reading
• Prolonged periods of sitting at a desk and working on a computer
• Frequent use of hands and fingers for typing and document handling
• Occasional standing, walking, bending, and reaching
• Ability to lift and carry items weighing up to 30 pounds

Employees in this role are expected to maintain a work environment that supports the protection of confidential, proprietary, and client-sensitive information, consistent with Company policies and applicable legal and regulatory requirements.

To support these obligations, individuals in this role should be able to:

• Maintain a secure and reliable internet connection capable of supporting required systems and applications
• Utilize company-issued or approved technology, including compliance with required security tools (e.g., VPN, multi-factor authentication, endpoint protection)
• Conduct work in a manner that protects the confidentiality of information, including taking reasonable steps to prevent unauthorized access, viewing, or disclosure of sensitive materials
• Follow all applicable information security, data privacy, and acceptable use policies as communicated by the Company
• Promptly report any suspected security incidents, breaches, or system vulnerabilities in accordance with Company protocols

To protect client and Company systems, data, and confidential information, Trustpoint may implement reasonable administrative, technical, and physical safeguards, which may include monitoring of…