Frontline Source Group – temporary staffing and direct hire firm – is looking for a Executive Assistant for our Parsippany, NJ client on a direct hire basis.
Position Summary: Executive Assistant
Position Overview: Executive Assistant will primarily provide administrative support to the CEO with the Advisory group. The executive assistant will perform advanced administrative/clerical duties as well as handle project assignments to support initiatives and strategic needs. This position requires a high level of confidentiality and discretion, the ability to manage relationships both internally across the firm and externally, excellent time and project management skills, as well as mastery logistics planning skills related to travel and calendaring. Position will require overtime as needed.
Primary Duties and Responsibilities:
Administrative
Schedule meetings, organize and maintain calendars with the ability to understand and anticipate challenges facing leadership executives and be able to manage/reschedule priorities effectively and proactively. Prepare meeting logistics, coordinate preparation and distribution of materials, record minutes (if needed) and maintain/monitor follow up task list to ensure timely completion. Team with core leadership team (if applicable) to ensure completion of action items.
Prepare and reconcile time and expense reports and perform audits as necessary. Manage complex time and expense weekly processing; ensure adherence to compliance guidelines.
Coordinate all aspects of travel arrangements for both domestic and international business travel including but not limited to booking flights, hotel and local transportation, providing agendas and itineraries, and arranging passport/visa requirements if necessary.
Serve as a point of contact for execution of administrative support for senior firm leadership (CEO, Board of Directors, Executive Committee, etc.) when needed.
Prepare all types of correspondence often acting independently, including letters, memorandums, agendas, reports; prepare additional documents as needed including composing, proofreading, formatting, and editing documents into client ready deliverable(s).
Manage all departmental entertainment/sporting event tickets and coordinate suite catering.
Maintain hardcopy as well as electronic filing systems for all standard and confidential files. Process records and prepare files for archiving as needed.
Coordinate meetings and conferences and may attend department meetings and prepare minutes as directed.
Use analytical ability to gather and summarize data, make decisions and solve problems.
Handle sensitive/confidential information requiring a high level of discretion.
Develop a good working relationship with all levels of staff.
Cultivate relationships and maintain contact with external clients on behalf of internal clients.
Function as a backup for other Administrative Assistants within the group and support other teaming activities as directed.
Prepare requisitions for specific office purchases with appropriate authorization and arranges for payments.
Search and collect information from various internal/external sources to provide preliminary research.
Minimum Qualifications & Requirements:
Advanced organization and time management skills are a must: detail-oriented with the ability to prioritize and multi-task with excellent follow through skills.
Highly tuned client relations skills and a focus on results with the ability to be proactive and anticipate client needs/problems and act accordingly. Must possess the ability to exercise good judgment and decision making skills, the ability to take initiative (assertive and confident).
Professional presence with the ability to build credibility and optimize interactions by adapting own personal style to engage a wide range of personalities. Collaborate with other AAs and possibly senior firm leadership and clients, both internal and external.
Extremely flexible: must be able to constantly prioritize/reassess multifunctional position and have the flexibility to work overtime as required.
Possess mastery communication skills – verbal (active listening), written, proofreading skills; ability to write/answer correspondence and communicate with professionalism and business maturity.
Possess extensive T&E, calendar and travel management experience.
Advanced computer skills – MS Word, Excel, Access, PowerPoint, Outlook and Internet.
Related experience of 8+ years, providing support at the Executive/Leadership level, preferably in a large corporate, professional services environment.
Associate or Bachelor’s degree preferred.
Please visit us on the web at http://www.frontlinesourcegroup.com
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Equal Opportunity Employer, M/F/V/D. Candidates must have authorization to work in the U.S. Clients will not sponsor visas.
Frontline Source Group™ is one of the fastest growing Information Technology, Accounting, Legal, Human Resources, Administrative, and Clerical staffing and direct hire firms with offices throughout Texas (Arlington, Austin, Dallas, Fort Worth, Plano, Houston Galleria, Lewisville, West Houston, San Antonio, Sugar Land, and The Woodlands), Tennessee (Nashville and Brentwood), and Arizona (Phoenix and Scottsdale).
Frontline specializes in matching top talent with companies for direct, contract, and contract-to-hire placements. We work with clients and candidates in all areas of the United States.