Executive Assistant

Job Category: Operations
Job Type: Full Time
Job Location: Jersey City

Our ideal candidate will be creative, proficient with internet posting, understand and have experience in marketing and sales techniques, enjoy keeping up with innovative marketing practices, and be a self-motivated team player who can also work autonomously.

 

Duties
The executive assistant will primarily manage and organize the operational spaces, social media accounts, vendors, and support the leadership team.

  • Answer telephone(s) and transfer relevant calls to appropriate staff members.
  • Meet and greet clients, vendors, and visitors.
  • Open, sort, and distribute incoming correspondence, including faxes and email.
  • Sign for and distribute UPS/FedEx/DHL or similarly delivered packages.
  • Perform general clerical duties to include but are not limited to: bookkeeping, payroll, photocopying, faxing, and mailing.
  • File and retrieve organizational documents, records, and reports.
  • Coordinate and maintain hard copy and electronic filing system for organizing documents, records, and reports.
  • Coordinate and direct office services such as records, budget preparation, personnel, and housekeeping.
  • Create and modify documents such as invoices, proposals, contracts, reports, memos, letters, and financial statements using word processing, spreadsheet, database, and/or other presentation software such as Microsoft Office, QuickBooks, or other programs.
  • May conduct research, compile data and prepare written documentation for consideration and presentation to staff and Management/Executives.
  • Setup and coordinate meetings and conferences.
  • Prepare agendas and make arrangements for committee, Board, or other meetings.
  • Make travel arrangements for staff, board, and volunteers.
  • Collect and maintain inventory of office equipment, furniture, and supplies.
  • Support staff in assigned project-based work.
  • May supervise volunteers and other support personnel.
  • Coordinate and maintain records for staff office space, phones, parking, company credit and/or debit cards, and office keys.
  • Maintain and distribute staff weekly schedules.
  • Other duties as assigned by Management/Executives

 

Additional Responsibilities

Participate in marketing/special events such as seminars, trade shows, fundraising activities, and telemarketing events. Follow-up for collection of payment. Coordinate shipping schedules and delivery of merchandise and services. Provide on-the-job training and/or office orientation for new employees.

 

Job Requirements
High School Diploma or GED Equivalent
Bachelors Degree from a 4-Year Institution (Preferred)

 

Knowledge, Skills, and Abilities

  • Good writing, analytical and problem-solving skills.
  • Knowledge of principles and practices of organization, planning, records management and general administration.
  • Ability to operate standard office equipment, including but not limited to computers, telephone systems, typewriters, calculators, copiers, and facsimile machines.
  • Ability to follow oral and written instructions.

 

Position Detailed Skill-Set

The candidate must have a solid grasp of Microsoft Office, Google Applications, and the ability to travel. The candidate must have the ability to prioritize work and juggle multiple projects while meeting deadlines. Troubleshooting skills and excellent verbal and written communication skills with strong attention to detail.

 

Preferred Skills

Experience with Adobe Creative Suite in addition to proficiency with social networking, blogging, and online event posting sites is ideal. The ability to work on multiple platforms (Mac OSX & Windows) is preferred.

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