Executive Assistant to CEO

$80,000 - $130,000/Yr

Blackbird Recruiting - Lakewood Township, NJ

Full-time - Mid Level

Lakewood Township, NJ

About the position

We are seeking a highly organized and motivated Executive Assistant to provide comprehensive administrative and operational support to the CEO. In this role, you will play a vital role in ensuring the smooth and efficient day-to-day operations, allowing the Executives to focus on strategic initiatives and leadership duties. Your responsibilities will include managing the CEO's calendar, scheduling appointments, meetings, conferences, and travel arrangements. You will also prioritize and manage incoming emails, phone calls, and requests, ensuring timely and professional communication. Additionally, you will prepare agendas and briefing materials for meetings and follow up on action items to ensure nothing falls through the cracks. As an Executive Assistant, you will provide essential administrative support by drafting and proofreading correspondence, presentations, and reports as needed. You will manage expense reports and travel arrangements, maintain filing systems and databases, and order office supplies and equipment. Your role will also involve acting as a point of contact for the CEO, screening calls and visitors, and handling inquiries professionally and efficiently. Building and maintaining positive relationships with internal and external stakeholders will be crucial, as you will liaise with other departments and teams to ensure smooth project execution. In addition to these core responsibilities, you will perform other duties as assigned by the CEO and maintain strict confidentiality of all information and matters relating to the CEO and the company. This position requires a proactive individual who can manage multiple tasks simultaneously and prioritize effectively in a fast-paced environment. Excellent communication, interpersonal, and organizational skills are essential, along with a strong attention to detail and the ability to maintain confidentiality.

Responsibilities

• Manage and maintain the CEO's calendar, including scheduling appointments, meetings, conferences, and travel arrangements.
• Prioritize and manage incoming emails, phone calls, and requests, ensuring timely and professional communication.
• Prepare agendas and briefing materials for meetings, and follow up on action items.
• Draft and proofread correspondence, presentations, and reports as needed.
• Manage expense reports and travel arrangements.
• Maintain filing systems and databases.
• Order office supplies and equipment.
• Act as a point of contact for the CEO, screening calls and visitors, and handling inquiries professionally and efficiently.
• Build and maintain positive relationships with internal and external stakeholders.
• Liaise with other departments and teams to ensure smooth project execution.
• Perform other duties as assigned by the CEO.
• Maintain strict confidentiality of all information and matters relating to the CEO and the company.

Requirements

• Minimum 3 years of experience as an Executive Assistant or similar administrative role.
• Proven ability to manage multiple tasks simultaneously and prioritize effectively in a fast-paced environment.
• Excellent communication, interpersonal, and organizational skills.
• Strong attention to detail and ability to maintain confidentiality.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Nice-to-haves

• Experience with Microsoft Excel and PowerPoint (1 year preferred).
• Ability to commute to Lakewood, NJ 08701 (preferred).
• Willingness to relocate to Lakewood, NJ 08701 before starting work (required).

Benefits

• Dental insurance
• Health insurance
• Vision insurance