Executive Administrative Assistant

## Executive Administrative Assistant Apply locations:
Secaucus, NJtime type:
Full time posted on:
Posted 2 Days Agojob requisition :
R-105152
** About the Role
** ZT Systems is seeking a highly organized, proactive, and strategic Executive Administrative Assistant to provide comprehensive support to Senior Executives. This is a unique opportunity for a talented and motivated professional who thrives in a fast-paced, dynamic environment and enjoys serving as a trusted partner to executive leadership.

The ideal candidate is detail-oriented, resourceful, and capable of managing multiple priorities while maintaining the highest level of professionalism and confidentiality. You will play a critical role in ensuring executives and their teams operate efficiently by managing complex calendars, travel coordination, financial tracking, communications, projects, and day-to-day business operations.
** Why Join ZT Systems?
*** Work closely with senior leadership and have a meaningful impact on the organization.
* Be part of a highly entrepreneurial and innovative environment where ideas are encouraged and valued.
* Collaborate with talented teams across a global organization.
* Enjoy opportunities for professional growth, learning, and development.
* Join a culture that values teamwork, accountability, creativity, and excellence while fostering an environment where employees can bring their authentic selves to work.
*** What You Will Do
**** Provide high-level administrative support to Senior Executives, including calendar management, scheduling, correspondence, and meeting coordination.
* Coordinate complex domestic and international travel arrangements, including itineraries, accommodations, transportation, and related logistics.
* Prepare and submit expense reports and assist with review and approval of team expenses.
* Manage executive priorities by evaluating competing demands and proactively adjusting schedules and workflows.
* Create, submit, and track Capital Expenditure (CAPEX) requests, change orders, contracts, invoices, and other business documentation.
* Monitor purchase orders and invoices through SAP and ensure timely processing and reconciliation.
* Reconcile purchase orders, invoices, and CAPEX projects against budgets and accounting records.
* Maintain and manage department distribution lists and shared inboxes, ensuring inquiries are routed appropriately.
* Assist with the preparation of presentations, reports, and executive communications by gathering and organizing key information and documentation.
* Coordinate employee onboarding activities and partner with Human Resources on employee recognition and engagement initiatives.
* Manage conference room scheduling, visitor coordination, vendor interactions, and catering arrangements.
* Support department purchasing, budget tracking, and expense management processes.
* Assist with departmental meetings, offsites, events, and special projects from planning through execution.
* Provide general administrative support, including filing, scanning, document preparation, and records management.
* Serve as a collaborative partner across teams, providing backup support and ensuring seamless operations.
* Anticipate executive and organizational needs, proactively identifying opportunities to improve efficiency and effectiveness.
** What You Will Bring
*** Bachelor’s degree or equivalent combination of education and relevant experience.
* Minimum of 5 years of executive or administrative assistant experience supporting senior leaders.
* Demonstrated ability to manage multiple projects and priorities simultaneously in a fast-paced environment.
* Strong strategic thinking skills with the confidence and judgment to advise and support executive leadership.
* Exceptional organizational, planning, and follow-through abilities.
* Strong problem-solving skills with a proactive, solutions-oriented mindset.
* Excellent verbal and written communication skills.
* Ability to work independently while effectively collaborating across teams and functions.
* Experience handling highly sensitive and confidential information with discretion.
* Outstanding interpersonal skills with the ability to interact professionally with employees, executives, customers, and vendors at all levels.
* Strong attention to detail and commitment to accuracy.
* Resourceful, adaptable, and eager to learn.
** Technical Skills
*** Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
* Experience with SharePoint, Docu Sign, and SAP preferred.
* Strong proficiency with Google Workspace and related productivity tools.
* Experience with project tracking, budget management, and expense reporting systems.
* Word Press experience is a plus.
** What Makes You Successful
*** Positive, collaborative, and customer-service-oriented attitude.
* Ability to remain calm under pressure and effectively navigate changing priorities.
* Strong business acumen and sound judgment.
* Ability to anticipate needs and think beyond…