Executive Assistant

T&M is hiring for an Executive Assistant role in our Headquarter office in Middletown, NJ! The Executive Assistant provides high-level administrative and operational support to the firm’s executive, C‑Suite leadership team. This role is responsible for supporting corporate compliance processes, licensing administration, and executive administration support. Serving as a central point of coordination, the Executive Assistant ensures accuracy, confidentiality, and timeliness across a wide range of administrative functions, while supporting day‑to‑day executive needs in a fast‑paced environment.

This position will be primarily based in the Middletown office, with limited opportunities for hybrid work.

• Executive Administrative Support for C‑Suite
• Insurance Administration
• Compliance Administration

• Manage calendars
• Coordinate lunch meetings
• Register for conferences
• Travel arrangements, flights, hotels, car service
• Maintain conference registrations and spreadsheet
• Maintain yearly calendar for executive team meetings
• Prepare and submit monthly expense & mileage reports for CEO
• Prepare and submit monthly foundation statement to accounting
• Take notes at monthly foundation meetings
• Additional administrative and cross‑functional support as needed

• Work with insurance broker on renewal applications, electronic filing of policies and renewal documentation
• Daily insurance certificate requests, send request to broker, receive, file, send back to requester
• Auto accident reporting and notifications

• Entry of requests for state level or county events
• Review all contribution requests for accuracy & compliance with guidelines
• Attend weekly meetings and take notes
• Process each request as pending, approved or no go
• Maintain Excel spreadsheet of all entries
• Entry of check information in the portal, prepare letters for each check and mail
• Maintain RSVP for all invites
• Maintain corporate budgets and provide weekly update

• Minimum of 8 years administrative experience
• Exceptional organizational and time management skills
• High level of accuracy and precision, ensuring consistency and compliance across all tasks
• Demonstrated ability to handle highly sensitive corporate, financial, and personnel information with the utmost professionalism, discretion, and integrity
• Strong written and verbal communication skills, with the ability to interact clearly and professionally with executives, board members, vendors, and staff
• Proficient in Microsoft Teams, Outlook, Excel
• Experience with travel, purchase and expense platforms preferred
• Proven ability to anticipate needs, identify issues, and resolve challenges proactively and efficiently
• Demonstrated experience coordinating and building effective working relationships across executive staff

T&M Associates is committed to pay transparency and equitable compensation practices in compliance with applicable laws, including the New Jersey Equal Pay Act. T&M estimates that the salary range for this position will fall between $65,520–$85,280. The actual salary offered may vary within this range, depending on a variety of factors including the candidate’s experience, educational qualifications, specific skills and knowledge, as well as internal pay equity and geographic location.

T&M Associates offers a competitive and comprehensive benefits package designed to support the health, well-being, and professional growth of our employees. Benefits include comprehensive insurance (medical, dental and vision), a 401(k) with company match, paid time off, flexible work schedules, wellness programs, and professional development opportunities — all within a people‑first, award‑winning hybrid work environment. See more details about benefits here.

If this sounds like a company you want to be part of then apply now!

New Hires must have documents indicating they are eligible to work in the United States. EEO/AA Employer.

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