Executive Assistant - Princeton NJ​/On-Site

Overview

Job Title: Executive Assistant

Location: Princeton NJ – Work from Office position – 5 days in a week

FTE:

The high performing Executive Assistant to the CEO plays a crucial role in supporting and managing the day-to-day operations and the smooth functioning of the CEO. The candidate should be able to operate at a fast pace, bring order to complexity, have impeccable organizational skills, sound judgement, and absolute discretion.

• Provide comprehensive administrative and executive support to the CEO including managing complex and frequently changing CEO calendar and travel arrangements with a flexible and proactive approach
• Develop and maintain systems and processes to keep the CEO organized, including follow-up on past client calls/meetings and maintaining a client tracking list of interaction history with follow-up dates to nurture relationships and ensure timely deliverables
• Coordinate and prioritize tasks, follow-ups, and projects for the CEO, ensuring deadlines are met
• Draft, prepare and send correspondence on behalf of the CEO
• Act as a point of contact between the CEO and internal/external stakeholders
• Attend and participate in internal meetings as needed, taking detailed notes and ensuring the CEO is aware of action items and due dates
• Manage and initiate professional and personal thank you correspondence and gifting for all occasions
• Coordinate offsite events/meetings including managing attendees, logistics, materials, follow-ups, and action tracking
• Handle ad-hoc tasks, special projects and research as assigned by the CEO
• Handle personal tasks/errands/bookings as necessary to maximize the CEO's time
• Act as Office Manager for the Princeton office to ensure it runs smoothly and efficiently, including overseeing daily office operations
• Maintain supplies and food/drink
• Interact with building management to ensure the office is organized, properly equipped and safe
• Organize/manage customer visits

• 20+ years of experience as an Executive Assistant at CEO level or similar administrative role
• Proficient in Microsoft Office suite (Outlook, Word, Excel, PowerPoint)
• Strong organizational and time management skills with the ability to multitask effectively
• Excellent written and verbal communication skills
• Ability to interact, communicate, and build positive relationships with others at all levels across the globe
• Ability to maintain a high degree of confidentiality, discretion and professionalism
• Ability to work independently to plan, coordinate and organize projects
• Ability to multi task and prioritize in a constantly changing environment
• Strong problem-solving and decision-making capabilities
• Flexibility and willingness to handle both strategic and routine tasks
• Ability to work off shift/overtime as required to support an extremely busy CEO