Executive Assistant Job at Gilder Search Group in Newark

Job Title: Executive Assistant

Location: Newark, NJ Onsite

Job Type: Part-Time: 3 days a week on-site

Work schedule: On-site presence required (3 days per week, 5 hours)

Hourly compensation (no benefits) - Rate $32 - $35 per hour

Job Description / Justification:

We are currently searching for a proactive Executive Assistant with a proven track record in efficiently managing administrative tasks, coordinating executive schedules, and facilitating seamless communication within high-paced environments. Demonstrated ability to handle confidential information with discretion and contribute to executive effectiveness by ensuring smooth daily operations. This is an exciting opportunity for a detailed-oriented, analytical and a strategic thinker.

Responsibilities:

1. Manage and coordinate the CEO’s schedule, including meetings, appointments, and travel arrangements.
2. Screen and prioritize emails, calls, and correspondence for the executive’s attention.
3. Prepare and edit reports, presentations, and other documents for executive review.
4. Act as a liaison between the executive and internal/external stakeholders.
5. Conduct research and gather information to support decision making processes.
6. Handle confidential and sensitive information with discretion and professionalism.
7. Organize and facilitate internal and external meetings, ensuring timely communication and follow-up.
8. Draft and review communications, including emails, memos and reports, as needed.
9. Maintain organized filing systems and ensure efficient document management.
10. Handle administrative tasks such as expense tracking/reporting, invoice processing, and supply management.
11. Anticipate the needs of the CEO and proactively address potential issues.
12. Assist in special projects and initiatives as directed by the CEO.
13. Serve as a point of contact for the CEO’s office, providing excellent customer service.
14. Stay updated on industry trends and organizational priorities to enhance support provided to the executive.
15. Help coordinate business-wide procedures and work to improve existing processes for maximum clarity, efficiency, and success.
16. Attend client meetings with and on behalf of the CEO, as needed.

Knowledge, Skills and Qualifications:

1. Bachelor’s degree in business administration or related field preferred.
2. Proven experience as an executive assistant.
3. Strong verbal and written communication skills are crucial for collaborating with remote team members, supervisor, and external stakeholders.
4. Proficient in relevant technology and tools such as Microsoft Office Suite, Asana, Slack, Calendly, etc.
5. Demonstrate a high level of confidentiality, professional maturity, emotional intelligence and be solutions-oriented.
6. Ability to maintain a polished and composed demeanor in all interactions with the ability to handle sensitive information with confidentiality and discretion.
7. Flexibility to adjust to changing priorities and dynamic work environments with the ability to proactively identify and resolve issues independently.
8. Ability to work seamlessly with diverse teams and stakeholders and respond to the needs and concerns of others.
9. Effectively manage time and resources to meet deadlines and take proactive steps to anticipate needs and provide support.
10. Awareness and respect for diverse perspectives and backgrounds and understand social dynamics and adapt communication accordingly.
11. Understanding of business etiquette and protocols.
12. Strong organizational skills for managing tasks and priorities efficiently paying attention to the finer points to ensure accuracy and quality.

Resourcefulness in finding solutions and information