Executive Assistant

Taghleef Industries - Newark, NJ

Full-time - Mid Level

Newark, NJ

Plastics and Rubber Products Manufacturing

About the position

For more than 15 years, Taghleef Industries, Inc. (Ti) has built a reputation as one of the world's largest and most recognized industry leaders in specialty BOPP (Biaxially Oriented Polypropylene) films. This reputation is a result of the superior quality of our products and our people. The Executive Assistant provides comprehensive high-level administrative support to the Chief Operating Officers (COOs) and other senior executives. This role requires a proactive and detail-oriented professional with exceptional organizational skills and the ability to handle confidential information with discretion. The Executive Assistant will play a crucial role in ensuring the smooth operation of the executive office by managing schedules, preparing documents, and facilitating communication between executives and other stakeholders. This position is essential for maintaining the efficiency and effectiveness of the executive team, allowing them to focus on strategic initiatives and decision-making.

Responsibilities

• Provide high-level administrative support to the COOs and other senior executives, ensuring their schedules are efficiently managed and their needs are promptly addressed.
• Prepare, edit, and proofread correspondence, reports, presentations, and other documents for executive review.
• Draft, format, and finalize internal and external communications, including letters, memos, and invoices.
• Serve as the primary point of contact for visitors and guests, providing a professional and welcoming experience.
• Manage incoming communications, determining priority and ensuring timely responses.
• Screen and prioritize incoming messages, summarizing key points and distributing relevant information to appropriate staff.
• Organize and coordinate travel arrangements, including flights, accommodations, and transportation, ensuring all logistics are handled efficiently.
• Plan and organize internal and external events, meetings, and conferences, managing all details from inception to completion.
• Schedule and coordinate meetings on behalf of executives, including arranging logistics, preparing agendas, and ensuring necessary materials are available.
• Maintain and update executive files, records, and databases, ensuring accuracy and confidentiality.
• Serve as a liaison with building management to address and resolve any facility-related issues or concerns.
• Perform additional administrative tasks and special projects as assigned by the COOs and other senior executives.
• Provide support to the Human Resources department as needed.

Requirements

• Bachelor's degree in Business Administration or a related field preferred.
• Minimum of five years of relevant experience in an executive assistant or similar role, supporting senior-level management.
• Excellent verbal and written communication skills.
• Exceptional organizational skills and keen attention to detail.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software; capable of quickly learning new technologies.
• Strong time management skills with a proven track record of meeting deadlines in a high-paced and sometimes stressful environment.
• Ability to handle confidential information with discretion and integrity.
• Capable of lifting up to 15 pounds as needed.
• Flexible hours may be necessary based on the needs of the executive team.