executive administrative assistant

Randstad • Hackettstown, NJ

429d • $60,320 - $62,400

About The Position

The Executive Administrative Assistant will provide comprehensive support to Senior Leadership in a dynamic and fast-paced environment. This role involves managing complex calendars, coordinating travel, handling expense reports, and ensuring effective communication within the organization. The assistant will act as a gatekeeper for meetings, assist with global meeting logistics, and be the primary contact for visa applications for senior leaders. This position is a one-year contract with the possibility of extension or conversion to permanent based on performance and business needs.

Requirements

• Bachelor's degree preferred or equivalent work experience.
• Minimum of 8 years of executive-level administrative experience, ideally within a large, matrixed organization.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, OneNote, SharePoint).
• Solid communication, organization, and analytical skills.
• Ability to manage confidential information and interact with senior management.
• A high degree of independence, motivation, and adaptability in a fast-paced environment.

Responsibilities

• Provide expense report support to Senior Leaders by locating, organizing and processing all travel expenses using appropriate system.
• Heavy calendar management with independent decision planning based on priorities, requiring forward thinking and strategizing.
• Act as gatekeeper for any requests, calls, or meetings both internally and externally.
• Process & update purchase order requests for multiple groups in the unit/segment.
• Complete paperwork, business invitation letters, and applications to obtain Visas for LT and Sr. Leaders.
• Plan and coordinate internal meeting logistics, video & audio conferences, meeting rooms, catering, and guest arrival arrangements.
• Global meeting planning, including experience with global time zone planning.
• External meeting planning to include hotel blocks, group transportation, property search, costs, meeting invites, etc.
• Plan, arrange & execute complex domestic and international travel - arrange flights, hotels & transfers.
• Build working relationships with core team members and peers, interfacing with leadership, internal staff, clients, key stakeholders, and high-profile individuals.

Benefits

• Health insurance coverage
• 401K contribution
• Incentive and recognition program

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Industry: Administrative and Support Services
• Education Level: Bachelor's degree