Executive Assistant to Sr. Leadership- Finance

Educational Testing Service - Princeton, NJ

Full-time - Entry Level

Princeton, NJ

Educational Services

About the position

The Executive Assistant to Senior Leadership in Finance at ETS plays a pivotal role in supporting the organization's mission to advance quality and equity in education. This position is designed for a highly organized and proactive individual who can thrive in a fast-paced, dynamic environment. The Executive Assistant will serve as a trusted partner to senior leadership, executing a diverse range of administrative responsibilities that are critical to the success of the organization. In this role, the Executive Assistant will manage executive calendars, ensuring that scheduling conflicts are resolved by understanding the organizational goals and priorities. The incumbent will coordinate and distribute work to administrative staff as needed, draft and edit high-quality communications, reports, presentations, and proposals, and handle highly confidential and time-sensitive communications. The Executive Assistant will also prioritize meeting management, utilizing technological tools to set up engagements, manage video conferencing needs, and prepare presentation materials. Additionally, the Executive Assistant will be responsible for planning and scheduling domestic and international travel itineraries for senior leadership, managing financials such as expense accounts and payment requests, and projecting a positive, professional image in all interactions. This role requires a strong focus on relationship building, as the Executive Assistant will communicate regularly with senior leadership and high-profile contacts. The position also involves performing research and ad hoc duties as assigned, while adhering to ethical standards and compliance with applicable laws and regulations.

Responsibilities

• Act as a link to senior leadership for contacts inside and outside of the organization
• Manage executive calendars, resolving schedule conflicts by understanding organizational goals and priorities
• Coordinate and distribute work to administrative staff as needed
• Draft, edit, and send out high-quality and timely communications, reports, presentations, and proposals
• Handle communications and details that are highly confidential and time critical
• Prioritize and engage in the full scope of meeting management utilizing technological tools
• Take notes or minutes at various leadership and other stakeholder meetings when required
• Communicate with senior leadership and high-profile contacts on a regular basis with a focus on relationship building
• Plan and schedule domestic and international travel itineraries and accommodations for senior leadership
• Submit and manage financials such as updating expense accounts, checking corporate credit accounts and processing payment requests
• Project a positive, professional image toward clients, vendors, and staff in all interactions
• Perform research and ad hoc duties as assigned
• Adhere to ethical standards & comply with the laws and regulations applicable to the job function

Requirements

• High School Diploma required
• Bachelor's degree strongly preferred
• 5+ years' experience supporting a C-level executive
• Proven experience and high proficiency in Microsoft Office suite, Social Media platforms, and video-conferencing platforms like Microsoft Teams and Zoom
• Exceptional writing, editing, and proofreading skills

Nice-to-haves

• Problem-Solving skills to anticipate and remove obstacles
• Results Orientation with the ability to multitask and manage multiple priorities
• Innovation in providing creative solutions
• Learning Agility to work through change and across cultures
• Relationship Mastery/People Skills with excellent verbal and written communication

Benefits

• Health, Vision, Dental insurance plans to choose from
• Generous continuous learning support, including tuition reimbursement
• Generous PTO and vacation time
• Additional 8 hours of PTO for volunteer work
• Retirement plan (401(a)) and traditional Roth (403b) with company contribution
• Commuter Benefits
• Pet Insurance
• 1 year subscription to Calm App