Executive Assistant Job at Aditi Consulting in Basking Ridge

Payrate: $45.00 - $50.00/hr.

Summary:
This position is a contract worker role with the strong goal of conversion to a full-time employee (FTE). This role goes beyond general administrative support, requiring a proactive individual capable of managing complex projects and acting as a liaison. This position will provide high-level support to senior executives, managing intricate calendars and complex travel and event arrangements with a high level of follow-through. They will ensure leaders are prepared for meetings by gathering all necessary materials in advance. This role involves coordinating across global teams and partner organizations to ensure communications are planned and actioned quickly. They will also assist with team recognition programs, manage shared drives and channels, and perform ad hoc duties as assigned. This position is for someone who is motivated by supporting a fast-paced environment and is happy to do what it takes to support the team.

Responsibilities:

• Directly support Client's's VP in day-to-day execution, but with long term considerations in mind.
• Manage the executive calendar with an eye for seeing around corners and anticipating issues, while maintaining sensitivity and confidentiality across all areas of work.
• Partner with the VP on time management and a structured, but flexible calendar.
• Manage contacts across partners and act as an additional point of contact for the VP's office.
• Manage travel arrangements and coordinate planning across various internal functions.
• Process and maintain expense reports.
• Understand organizational policies and procedures as necessary to ensure appropriate protocols are followed
• Screen and prioritize communications, both external and internal.
• Schedule and arrange meetings and appointments.
• Answer calls and greet visitors.
• Work with facilities and global real estate to resolve any issues with meeting room logistics including audio/video support for team meetings and town halls.
• Coordinate meetings and prepare agendas with direction from both the VP and their directors, while contributing opportunities for efficiency and effectiveness.
• Proactively bring together the appropriate people and resources to support the VP in both foreseen and unforeseen capacities.
• Assist supporting leadership team on project administration as needed.
• Find new ways to increase office efficiency and innovative ways to support the team.
• Assist location leaders in the Basking Ridge Hub with events to encourage employee engagement.

Must have skills:

• Administrative Experience: Minimum of 5 years of experience as an Executive Assistant, preferably supporting C-suite executives.
• Software Proficiency: Advanced proficiency in Google Suite (Gmail, Calendar, Docs) and Microsoft Office suites, with knowledge of collaboration tools like Slack.
• Project Coordination: Exceptional organizational, multitasking, and problem-solving skills, with the ability to manage projects and budgets.
• Communication Skills: Superior written, verbal, and listening skills.
• Initiative: Demonstrated ability to work independently, exercise sound judgment, and take initiative.
• Confidentiality: Ability to manage sensitive and confidential information.

Desired skills:

• Ability to prioritize competing priorities and/or deadlines; coordinating work across different time zones with strong time management skills.
• Experience with complex global team coordination.
• A passion for turning ambiguity into order.

Education/certifications:

• Desired: Bachelor's degree.

Pay Transparency: The typical base pay for this role across the U.S. is: $45.00 - $50.00/hr. Final offer amounts, within the base pay set forth above, are determined by factors including your relevant skills, education and experience and the benefits package you select. Full-time employees are eligible to select from different benefits packages. Packages may include medical, dental, and vision benefits, 10 paid days off, 401(k) plan participation, commuter benefits and life and disability insurance.

Consent to Communication and Use of AI Technology: By submitting your application for this position and providing your email address(es) and/or phone number(s), you consent to receive text (SMS), email, and/or voice communication whether automated (including auto telephone dialing systems or automatic text messaging systems), pre-recorded, AI-assisted, or individually initiated from Aditi Consulting, our agents, representatives, or affiliates at the phone number and/or email address you have provided. These communications may include information about potential opportunities and information. Message and data rates may apply. Message frequency may vary.

You represent and warrant that the email address(es) and/or telephone number(s) you provided to us belong to you and that you are permitted to receive calls, text (SMS) messages, and/or emails at these contacts. You also acknowledge and agree to Aditi Consulting LLC's use of AI technology during the sourcing process, including calls from an AI Voice Recruiter. AI is used solely to gather data and does not replace human-based decision-making in employment decisions. Calls may be recorded.

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