Executive Assistant I

Job Title: Executive Assistant

Location: Camden, NJ 08103 (Onsite)

Duration: 6 Months contract

Payrate : $30/hr on W2.

Beyond the Job Description, what additional skills and capabilities are needed for this role?

• Interpersonal Skills: You should be able to effectively interact with individuals at various levels of the organization, including leadership and individual contributor.
• Strong interpersonal skills will drive relationships and communicate professionally with colleagues, executives, and external stakeholders.
• Organizational and Multitasking Abilities: You will handle multiple tasks and responsibilities simultaneously.
• Strong organizational and multitasking skills are essential to prioritize and manage your workload effectively, ensuring deadlines are met and important details are not overlooked.
• Written and Verbal Communication Skills: Excellent written and verbal communication skills are necessary to effectively communicate with others, both internally and externally.
• You should be able to convey information clearly, professionally, and accurately in various forms of communications.
• Proactive and Creative Thinking: A proactive mindset and the ability to think creatively will allow you to identify opportunities for process improvements and streamlining tasks.
• You should actively seek ways to enhance productivity, efficiency, and effectiveness in your role. - Ability to research and define problems, collect data, establish facts, and draw valid conclusions.
• Technological Aptitude: Embracing technology is crucial for an Executive Assistant.
• You should be comfortable working with digital tools, software, and systems relevant to your role. This includes proficiency in Microsoft Office software (PowerPoint, Excel, Outlook, Word) and potentially other platforms such as SharePoint, SAP, Ariba, and Concur.
• Customer Focus: Anticipating and understanding customer needs is essential in providing excellence support as an Executive Assistant. Thinking outside the box and offering innovation solutions will help drive results and ensure customer satisfaction.

Confidentiality and Discretion:

• You will have access to highly confidential information, and it is crucial to handle it with the utmost discretion and professionalism.
• You must always maintain confidentiality and exercise sound judgment when managing sensitive information.
• Curiosity and Business Understanding: Demonstrating curiosity and a proactive desire to understand and learn about the business will help you become a valuable asset in your role. Being knowledgeable about the organization s industry, goals, and strategies will enable you to contribute more effectively.

Description:

Manage and maintain executives' schedules. Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution. Open, sort, and distribute incoming correspondence, including faxes and email. File and retrieve corporate documents, records, and reports. Greet visitors and determine whether they should be given access to specific individuals. Prepare responses to correspondence containing routine inquiries. Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work. Prepare agendas and make arrangements for committee, board, and other meetings. Make travel arrangements for executives. Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors. Compile, transcribe, and distribute minutes of meetings. Attend meetings in order to record minutes. Coordinate and direct office services, such as records and budget preparation, personnel, and housekeeping, in order to aid executives. Meet with individuals, special interest groups and others on behalf of executives, committees and boards of directors. Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software. Set up and oversee administrative policies and procedures for offices and/or organizations. Supervise and train other clerical staff. Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures. Interpret administrative and operating policies and procedures for employees.