Executive Admin Assistant

Warren, NJ 07059

Job Category: Adminstrative Job Number: 123513

Job Title:             Executive Admin Assistant

Location:             Warren, NJ

Duration:             6 Months Contract to Perm/Hire

About our Client: US provider of financial services technology. Domain includes banks, thrifts, credit unions, securities broker dealers, leasing and finance companies, and retailers.

Job Description:

Essential Job Responsibilities:

  • The primary responsibility of this role is to provide exemplary administrative support to the CIO of Investment Services, as well as additional members of the leadership team, as required.
  • The position requires a minimum of 8-10 years’ experience of direct administrative support to an executive in a progressive corporate environment.
  • The successful candidate will perform a full range of administrative duties including calendar / schedule management, meeting arrangements, travel & expense management and travel arrangements.
  • He/she will demonstrate high efficiency at scheduling and coordinating executive internal meetings, as well as high level client and external meetings.
  • The Senior Administrate Assistant will coordinate and execute preparations for onsite and offsite meetings including division visits and coordinate corporate presentations and initiatives on behalf of the CIO.
  • A key element of this role is to ensure all related administrative actions arising from such meetings are accurately recorded and managed in a timely and effective manner. The role will also include various administrative duties in support of the many projects and IS associate events as needed.
  • The successful candidate will have excellent interpersonal skills and the ability to maintain relationships with associates and management at all levels.

Essential Job Responsibilities:

  • Provide a high level of administrative support to multiple senior leadership team members and affiliated associates to include.
  • Outlook calendar and meeting support.
  • Schedule and coordinate meetings.
  • Ability to drive scheduling to maximize a busy leaders time, high sense of urgency.
  • Communicate changes to the senior team’s direct reports.
  • Schedule and coordinate client and vendor meetings.
  • Schedule, coordinate and execute senior offsite meetings, as well divisional site visits in the US and internationally.
  • Work with the divisional departments on the company wide events.
  • Attend meetings and take minutes and distribute on an as needed bases.

Travel support:

  • Coordinate travel based on a business need. Serve as a liaison between the Senior Team Leader and his direct reports to communicate changes and coordinate the logistics.

Expense support:

  • Complete expense reports for CIO and the technology team when needed. Assist other departments in major company-wide events

Invoice and Purchase Order:

  • Process purchase order request for the technology team. Process invoices for the technology team

Required Qualifications:

  • Associates Degree

Experience:

  • Need to have C-Suite experience with supporting.
  • Would like them to have experience supporting a CIO or in the Tech field, and financials is good to have as well.
  • Will need to know how to do travel, expenses, PowerPoints, setting up meetings etc.
  • Minimum of 8-10 years providing direct administrative and executive support in a fortune 1000 or higher company.
  • Proven experience and strong working knowledge of travel systems, travel planning, calendar management, coordinating large meetings / events, logistics planning for client meetings, documentation preparation for client distributions (example: white papers, presentations, brochures, etc.), and providing efficient turn-around for requests under pressure.
  • Demonstrated process improvement experience
  • Demonstrated analytical skills and ability to conduct research

Skills / Knowledge:

  • Proficient to advance in Microsoft Word, Excel, Visio, Outlook and PowerPoint.
  • Ability to accurately type 65 (or more) words per minute.
  • Excellent communications skills for all written, verbal and electronic communications with a focus on tact, tone and professionalism.
  • Self-starter with experience working on own initiative, multi-tasking and setting priorities.
  • High sense of urgency yet composure and calm when addressing multiple tasks.
  • Ability to maintain discretion and uphold a high degree of confidentiality.
  • Flexible, diplomatic and collaborative team player.
  • Self-starter/self-motivated. Goal-and-result oriented.
  • Excellent organizational skills, follow up and the ability to prioritize and rebalance priorities as the workloads manifest.
  • Outstanding time management, communication (verbal/written) and interpersonal skills.
  • Demonstrated ability to think proactively and creatively.
  • High attention to detail.

About ASK: ASK Staffing is an award-winning technology and professional services recruiting firm servicing Fortune 500 organizations nationally. With 5 nationwide offices, two global delivery centers, and employees in 42 states-ASK Staffing connects people with amazing opportunities

Contact:  

Monalisa @   monalisam@askstaffing.com     -   678-686-9381

Clarice    @   clarices@askstaffing.com               -  678-686-9382

Monalisa Mohanty
Team Lead – Client Services

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