Executive Assistant

Job Title: Executive Assistant

Company: Leverage Companies

Reports to: Eric Panecki

Location: Newark, New Jersey

 

Job Description:

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to senior executives. The ideal candidate will be responsible for managing complex schedules, coordinating travel, and handling communication with internal and external stakeholders. The Executive Assistant will prepare reports, presentations, and other documents, and assist with project management, ensuring smooth operations and timely follow-ups. This role requires excellent organizational, communication, and problem-solving skills, as well as the ability to maintain confidentiality and work efficiently in a fast-paced environment. The successful candidate will act as a trusted partner, enabling executives to focus on strategic priorities while ensuring that day-to-day tasks are effectively managed.

Key Responsibilities:

Schedule and Calendar Management:

• An EA is responsible for managing the executive's time effectively by scheduling meetings, appointments, and events. This often includes coordinating with other staff members, stakeholders, or clients and resolving any conflicts in the calendar. It may also involve managing time zones for international meetings or travel.
• They prioritize tasks to ensure that the executive focuses on the most important responsibilities.

Travel and Logistics Coordination:

• EAs handle all aspects of travel for executives, including booking flights, hotels, arranging transportation, and creating detailed itineraries.
• They ensure that travel logistics are seamless and aligned with the executive's objectives and commitments.
• Document Preparation and Organization:
• The EA is responsible for preparing, editing, and organizing key documents such as reports, presentations, contracts, and proposals.
• They may also help with creating and proofreading written materials, ensuring the executive is prepared for meetings or presentations.

Communication Management:

• EAs serve as the point of contact between the executive and other internal or external parties. This includes answering calls, screening emails, drafting responses, and preparing memos.
• They are responsible for handling confidential or sensitive information, often representing the executive in communication with others.

Project and Task Management:

• They assist in tracking ongoing projects and follow up with team members to ensure deadlines are met.
• EAs often take on specific projects or initiatives on behalf of the executive, ensuring they are completed on time and meet the desired outcomes.

Meeting Coordination:

• EAs organize and attend meetings, take minutes, and follow up on action items. They prepare the agenda and make sure the necessary materials are available to all participants.
• They may also manage team meetings or board meetings, ensuring smooth and effective communication during discussions.

Event Planning:

• Organizing company events such as conferences, team-building activities, or corporate events is often part of the role.
• This may involve booking venues, handling logistics, and making sure all arrangements are made for the event’s success.

Administrative Support:

• In addition to the above tasks, the EA is often involved in daily office operations, ensuring that the executive has all the resources needed for their tasks. This could include managing office supplies, maintaining equipment, and overseeing administrative staff.
• They might also be in charge of organizing the executive’s workspace or managing a filing system.

Financial Administration:

• Some Executive Assistants also help with expense reports, budgets, and other financial matters, making sure that all reimbursements are processed and that spending stays within limits.

Confidentiality and Discretion:

• Since the role often involves access to sensitive or confidential information, trust and discretion are critical. EAs are expected to handle personal, financial, and business matters with the utmost confidentiality and professionalism.

Key Skills and Qualities:

• Strong organizational and multitasking abilities
• Excellent communication skills (both written and verbal)
• Time management and prioritization
• Proficiency in office software, project management tools, and other administrative systems
• Problem-solving skills and the ability to work under pressure
• Discretion and the ability to handle sensitive information

 

Ultimately, the Executive Assistant is a key partner who helps executives and senior managers operate efficiently and stay focused on strategic priorities, enabling smooth functioning across the organization.