Executive Office Assistant Job at ThreatModeler Software, Inc in Jersey City

Executive Office Assistant

ThreatModeler Software Inc. is the industry’s #1 automated Threat Modeling platform, committed to providing innovative cybersecurity solutions. As we continue to grow, we are looking for a dynamic Executive Office Assistant to play a key role in supporting our operations and the Company’s executive leadership team.

As the Executive Office Assistant at ThreatModeler Software Inc., you will be responsible for providing comprehensive administrative support to the leadership team, overseeing the day-to-day office operations and assisting HR in the planning of Company events and activities.

Responsibilities include:

• Provide high level administrative support to the leadership team, including calendar management, scheduling meetings, and organizing internal and external communications.
• Coordinate and manage travel arrangements, including flight bookings, hotel accommodations, and itinerary management for leadership team members.
• Prepare and organize meeting materials, including agendas, presentations, and reports for leadership meetings.
• Take minutes during meetings, track action items, and ensure follow-up on key tasks.
• Handle confidential and sensitive information with discretion and professionalism.
• Coordinate executive offsite and company event planning in line with budget.
• Assist with the preparation of executive expense reports.
• Coordinate the cross functional preparation of board reports, company presentations, and other materials required by the leadership team.
• Support on special projects as assigned.
• Manage interview scheduling and HR-related administrative tasks.
• Act as a liaison to the Board, ensuring clear communication and support for board-related activities.
• Manage and maintain office space, including ordering office supplies, snacks and ensuring office equipment is in working order.
• Act as a liaison with building management for any office-related needs.
• Organize and manage office celebrations (birthdays, team-building events, holiday parties, etc.).
• Mail out packages through FedEx or UPS as needed.
• Assist with other general office tasks as required.
• Manage incoming mail.
• Support on special projects as assigned.

Requirements:

• High school diploma or equivalent (Bachelor’s degree preferred).
• 2-5 years of relevant office management and executive assistance experience required.
• Ability to prioritize tasks and manage multiple demands in a fast-paced environment.
• Proactive problem solving abilities.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and other office productivity tools.
• Strong organizational, time management, and communication skills.
• Detail-oriented and accuracy in work.
• Ability to maintain confidentiality and exercise discretion.