Executive Assistant to CEO #34817
Admin/Office
Gibbsboro, NJ Direct Hire Jul 17, 2023
Contemporary Staffing Solutions is seeking an Executive Assistant to CEO to join our client in Gibbsboro, NJ. The Executive Assistant is primarily responsible for providing general administrative support to the Chairman & CEO, President, company executives, and properties. Duties include managing the company’s office operations with the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. This Direct-Hire opportunity is offering $80,000-$85,000/year!

Responsibilities of the Executive Assistant include:
  • Provide sophisticated calendar management for the CEO’s. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements
  • Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the company, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO’s, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.
  • Work closely with the CEO’s to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the company and keeping the CEO’s updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.
  • Maintain open communications with the FRG team.
  • Coordinate all Executive Team meetings and assist with staff meetings and events as needed.
  • Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO’s and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO’s.
  • Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO’s to cultivate ongoing relationships.
  • Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.
  • Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
  • Provide event management support as requested.
  • Provide hospitality to all guests and help to create a welcoming environment.
  • Answer main phone line and respond to inquiries.
  • Process and distribute daily mail.
  • Invest in building long-lasting relationships both externally and internally.
  • Manage petty cash reimbursements and reconciliation.
  • Other projects/duties as assigned for the overall benefit of the organization.

Requirements of the Executive Assistant include:
  • Strong ability to execute work with a diversity, equity, and inclusion lens.
  • Significant executive support experience
  • Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
  • Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications).
  • Strong verbal and written communication skills.
  • Exceptional organizational skills and impeccable attention to detail.
  • High degree of professionalism in dealing with diverse groups of people, including senior executives, staff, community leaders, donors, and funded partners.
  • Make appropriate, informed decisions regarding priorities and available time.
  • Ability to complete a high volume of tasks and projects with little or no guidance.
  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
  • Able to maintain a high level of integrity and discretion in handling confidential information.
  • Excellent judgment is essential.
  • Ability to switch gears at a moment’s notice.

Contemporary Staffing Solutions (CSS) has been a leading provider of contract, temporary, temporary-hire & direct hire solutions. We began as a staffing agency and evolved to a national provider of workforce management solutions with a niche recruitment focus in Accounting & Finance, Call Center & Office, Human Resources, Sales & Marketing, & Information Technology. To learn more about CSS, visit our website: www.ContemporaryStaffing.com.