Executive Assistant I

System One - Camden, NJ

Full-time - Entry Level

Camden, NJ

Administrative and Support Services

About the position

The Executive Assistant position is a vital role within our organization, located in Camden, NJ. This position is designed for a highly organized and proactive individual who will support executives by managing their schedules, correspondence, and various administrative tasks. The Executive Assistant will be responsible for reading and analyzing incoming memos, submissions, and reports to determine their significance and plan their distribution effectively. This role requires a keen eye for detail and the ability to prioritize tasks in a fast-paced environment. In addition to managing schedules, the Executive Assistant will open, sort, and distribute incoming correspondence, including faxes and emails. The role also involves filing and retrieving corporate documents, records, and reports, ensuring that all information is organized and accessible. The Executive Assistant will greet visitors and determine their access to specific individuals, providing a welcoming and professional first impression of the organization. The responsibilities extend to preparing responses to routine inquiries, performing general office duties such as ordering supplies, maintaining records management systems, and basic bookkeeping work. The Executive Assistant will prepare agendas and make arrangements for committee, board, and other meetings, as well as make travel arrangements for executives. Conducting research, compiling data, and preparing papers for consideration and presentation by executives, committees, and boards of directors are also key aspects of this role. The Executive Assistant will compile, transcribe, and distribute minutes of meetings, attend meetings to record minutes, and coordinate and direct office services such as records and budget preparation. This position requires the ability to meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors. The role also includes preparing invoices, reports, memos, letters, financial statements, and other documents using various software applications. Additionally, the Executive Assistant will set up and oversee administrative policies and procedures for offices and/or organizations, supervise and train other clerical staff, and review operating practices and procedures to identify areas for improvement.

Responsibilities

• Manage and maintain executives' schedules.
• Read and analyze incoming memos, submissions, and reports 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 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.

Requirements

• HS Diploma; AS/BS Degree preferred
• 1 - 3 years minimum of experience
• Ability to effectively interact with individuals at various levels of the organization, including leadership and individual contributors
• Organizational and multitasking abilities
• Excellent written and verbal communication skills
• Proactive and creative thinking
• Ability to research and define problems, collect data, establish facts, and draw valid conclusions
• Proficiency in Microsoft Office software (PowerPoint, Excel, Outlook, Word) and potentially other platforms such as SharePoint, SAP, Ariba, and Concur
• Prior customer service experience

Benefits

• Health and welfare benefits coverage options, including medical, dental, vision, spending accounts, life insurance, voluntary plans, and participation in a 401(k) plan.