Executive Assistant Job at MillenniumSoft Inc in Franklin Lakes

Overview

Position: Executive Assistant

Company: MillenniumSoft Inc

Location: Franklin Lakes, NJ or San Diego, CA or Baltimore, MD

Duration: 9 Months

Total Hours/week: 40.00

Shift: 1st

Client: Medical Devices Company

Employment Type: Contract on W2

Requirements: US Citizens, GC Holders, GC EAD, OPT, EAD or CPT

Responsibilities

• The Executive Assistant will provide administrative support and communication facilitation to the Integration Management Office (IMO) including the Integration Leader, Program Management Leader and Commercial Integration Leader.
• Proactively manages complex calendars with competing priorities, coordinates meetings, handles travel arrangements and related expenses, and ensures the leader and team have the information needed to navigate their day.
• Responds to telephone, email and in-person inquiries, handles confidential information and sensitive correspondence.
• Organizes staff meetings, documents pertinent information, tracks action items and follows up to ensure completion.
• Manages vendor-related tasks, including contracting, invoices, and communications; documents and approves payments where applicable (e.g., via SAP).
• Supports team communications (newsletters, web content, program progress reports) and drafts sensitive correspondence such as organizational announcements.
• Performs other related duties as assigned by management; provides backup support for other executive administrators as needed.

Required Qualifications

Education

• Minimum of a High School Diploma or GED with formal training or equivalent work experience.
• College degree is a plus but not a requirement.

Experience

• Minimum 3+ years’ experience as an Administrative Assistant; 1+ years as an Executive Assistant supporting multiple leaders in a multi-functional, matrixed, fast-paced and diverse multicultural environment, preferably at a corporate level.

Knowledge & Skills

• Self-starter with initiative and ability to learn quickly.
• Ability to work independently and handle multiple tasks efficiently.
• Proficiency with Concur and SAP (travel and expense reports).
• Proficiency with Microsoft Teams, Outlook and MS Office applications.
• Strong sense of urgency in supporting IMO executives; highly organized, communicative, responsible and detail oriented.
• Ability to exchange information clearly and concisely; high level of professionalism.

Key Competencies

• Ethical Conduct
• Flexible and Adaptable
• Action and Detail Oriented
• Business Acumen
• Growth Mindset
• Process Effectiveness
• Dealing with ambiguity

Senioriy level

• Mid-Senior level

Employment type

• Contract on W2

Note: This description reflects the original information and responsibilities for the Executive Assistant role at MillenniumSoft Inc. The content has been reformatted for clarity and to remove duplication and formatting inconsistencies while preserving all substantive details.