Executive Assistant Job at CSI Group in Farmingdale

Salary: $50,000 to $65,000 (annual salary)

CSI Group is a fast growing, family owned, Wall, NJ based CPA firm focusing on individuals and families, providing Individual Income Tax Preparation, Tax Planning, Trust & Estate Tax Preparation, Trust, Will & Estate Planning, and Retirement and Financial planning. CSI group has over 20 locations in New Jersey, New York, and Florida. CSI Group is aggressively expanding and quickly gaining market share in New Jersey, and has become a household name in the state. The company is looking for career minded talent that is excited about participating and being a part of the rapid growth of the company. CSI Group is very eager to promote and hire from within the company, making it the perfect place for an individual who seeks a fast track to a highly successful career path.

Job Summary:

The Executive Assistant provides high-level administrative support to senior executives, ensuring efficient operation of their daily activities. This role involves managing calendars, coordinating meetings, handling communications, and performing various tasks to assist executives in achieving their business objectives. The ideal candidate is highly organized, proactive, and capable of handling confidential information with discretion.

Key Responsibilities:

• Administrative Support:
  • Manage and maintain executives’ calendars, including scheduling meetings, appointments, and travel arrangements.
  • Prepare and edit correspondence, communications, presentations, and other documents.
  • Handle incoming and outgoing communications, including emails, phone calls, and written correspondence, ensuring prompt responses and follow-ups.
  • Coordinate and organize meetings, including preparing agendas, booking meeting rooms, and taking minutes.
• Project Management:
  • Assist with the planning and execution of special projects, ensuring deadlines are met.
  • Coordinate cross-departmental initiatives and track progress to ensure alignment with executive priorities.
• Confidentiality & Discretion:
  • Handle sensitive information with the utmost confidentiality and professionalism.
  • Act as a gatekeeper, managing access to the executive and prioritizing requests.
• Office Management:
  • Manage office supplies, equipment, and any other resources needed for the executive's operations.
• Relationship Management:
  • Build and maintain relationships with internal and external stakeholders, acting as a representative of the executive.
  • Coordinate and manage communications with board members, clients, and other key contacts.
• Event Planning & Coordination:
  • Organize company events, meetings, and executive off-sites, including managing logistics and preparing materials.
  • Coordinate the logistics of external and internal events as required.
• Research & Reporting:
  • Conduct research on various topics as requested by the executive, providing concise summaries and insights.
  • Prepare reports, summaries, and presentations for meetings, ensuring the executive has all necessary information.

Qualifications:

• Bachelor’s degree in Business Administration, Communications, or a related field (preferred).
• 5+ years of experience as an Executive Assistant or in a similar role.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.
• Strong organizational, time-management, and multitasking skills.
• Excellent verbal and written communication skills.
• Ability to work independently and prioritize tasks effectively.
• High level of discretion and confidentiality.
• Strong attention to detail and problem-solving skills.
• Experience in a corporate environment is preferred.

Competencies:

• Organization: Exceptional organizational skills with the ability to manage multiple tasks and priorities simultaneously.
• Communication: Strong communication skills, both written and verbal, with the ability to interact effectively with senior executives and stakeholders.
• Adaptability to New Tools: Quickly learns and adopts new software, tools, or systems that can enhance administrative efficiency. Stays informed about the latest technology and tools relevant to administrative work.
• Discretion: Ability to handle confidential information with integrity and professionalism.
• Time Management: Efficient time management skills, ensuring tasks are completed within deadlines.
• Proactivity: A proactive approach to identifying issues and solving problems before they escalate.