Job Title: Executive AssistantLocation: Princeton NJ - Work from Office position - 5 days in a weekFTEThe Role
The high performing Executive Assistant to the CEO , plays a crucial role in supporting and managing the day-to-day operations and smooth functioning of the CEO. The perfect candidate will enjoy operating at fast pace, bringing order to complexity, have impeccable organizational skills, and possess sound judgement and absolute discretion.
Main Responsibilities
Provide comprehensive administrative and executive support to the CEO including:
Manage complex and frequently changing CEO calendar and travel arrangements with a flexible and proactive approach
• Develop and maintain systems and processes to keep CEO organized including follow-up on past client calls/meeting and maintaining client tracking list of interaction history, with follow up dates to nurture relationship and ensure timely deliverables
• Coordinate and prioritize tasks, follow-ups, and projects for the CEO, ensuring that deadlines are met
• Draft, prepare and send correspondence on behalf of 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 CEO is aware of action items/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 Princeton office ensuring it runs smoothly and efficiently including:
Oversee daily office operations
Maintain supplies and food/drink
Interact with building management to ensure office is organized, properly equipped and safe
Organize/manage customer visits
Required Knowledge, Skills, Abilities
20+ years 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
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