Executive Assistant Job at ISMG - Information Security Media Group in Princeton

About Us
ISMG is a global intelligence & premier media organization dedicated solely to cybersecurity, information technology, artificial intelligence, & operational technology. With a diverse portfolio of over 20 brands, 38 digital media platforms, & more than 400 in-person & virtual events held annually, we connect with a global audience of over 1.8+ million subscribers.

We’re able to leverage our advanced industry knowledge & vast network of media properties to provide customers with a variety of customized, targeted marketing & branding solutions as well as offerings for cybersecurity training & human risk management, executive memberships, intent-based intelligence, & more.

The Opportunity
ISMG has undergone significant growth and transformation since its inception, consistently innovating to meet our customers’ evolving needs. Our CEO & General Manager are balancing more than ever as we continue to expand which is why we are seeking a dedicated, organized, & diligent Executive Assistant to support them as they focus on the needs of the business. 

As Executive Assistant, you will report directly to the CEO & General Manager, providing executive, administrative, & developmental support. You will serves as a primary liaison to the senior management teams, organizing & coordinating executive internal outreach & relations efforts, while overseeing special projects. You will assist with daily administrative duties & complete a broad variety of operational tasks including, but not limited to, managing each of their calendars of active appointments, completing expense reports, composing & preparing correspondence, arranging complex & detailed travel plans, & compiling documents for meetings.

The work you do will be invaluable in ensuring our organization is running efficiently at the executive leadership level as you allow our CEO & General Manager to delegate daily administrative duties so they may maximize their time & energy towards the growth & evolution of business.

What You Will Be Doing

• Communicating with the company staff on behalf of the CEO & General Manager
• Assisting in the management & organization of the CEO’s & General Manager’s calendars by scheduling appointments, meetings, engagements, & daily activities
• Assisting in screening calls, email communication, transmittals, & visitors
• Conducting research on prospective corporate parties to identify & evaluate current needs & assemble materials needed for the proposals
• Drafting reports, letters of solicitation, & proposals; preparing & coordinating oral & written communication with prospective stakeholders
• Managing & coordinating travel & accommodations for both business & personal arrangements
• Preparing agendas, attending meetings, & transcribing correspondence from notes
• Greeting & checking-in clients & other guests for meetings & events
• Coordinating & managing vendors & contractors at office &/or residences
• Composing & editing letters, documents, emails, proposals, & ensuring follow up with those that require answers, responses, & written replies
• Assisting in the timely management of communications, including written, telephone, email, & voicemail
• Tracking daily expenses & preparing weekly, monthly, &/or quarterly reports
• Other administrative duties as assigned at the discretion of the CEO & General Manager

• Bachelor’s degree or higher
• Demonstrated experience as an Executive Assistant handling a wide range of administrative & executive support tasks to a senior level executive
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Excellent interpersonal skills & comfortable communicating with executives, clients, customers, & employees
• Outstanding organizational & time management skills
• Exceptional verbal & written communication skills
• Solution-oriented problem solving with an ability to operate with a high level of discretion & confidentiality
• Strong ability to anticipate needs in advance, proactively take initiative to provide appropriate support & necessary solutions
• Detail oriented nature with strong multi-tasking skills, comfortable working in an ever-changing environment while ensuring a high level of accuracy & quality
• Flexibility & willingness to work extended hours during busy times & be on call as needed

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