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Executive Administrative Assistant in Princeton, NJ at SNI Financial

Date Posted: 4/2/2018

Job Snapshot

  • Employee Type:
  • Location:
    Princeton, NJ
  • Job Type:
    Legal Admin
  • Experience:
    Not Specified
  • Date Posted:
  • Job ID:

Job Description

Looking for an Executive Administrative Assistant for a Global Company in Princeton, NJ.
The Executive Assistant will manage all administrative aspects for the legal, marketing and technology teams. The position requires independent performance and very strong secretarial and administrative skills.
In addition, the following general basic qualifications are required: professional demeanor, confidentiality, critical attention to detail and accuracy, computer proficiency in MS Office Suite, familiarity with Windows and a strong aptitude to learn various software packages for corporate governance, sales, procurement and technology management. Finally, the Executive Assistant must have strong interpersonal, organizational and filing skills as well as have an ability to handle multiple diverse tasks and work in a team environment.

II. Key Responsibilities:

  • Manage the overall administrative function for the legal, marketing and technology teams in order for each department to function effectively

  • Maintain calendars and schedule meetings with an emphasis on prioritizing requests and ensuring that each executive's time is spent in the most efficient and valuable manner

  • Manage all travel logistics and complete expense reports in a timely manner

  • Prepare presentations and correspondence, maintain each department's files, and order supplies.

  • Provide administrative support for Board of Directors meetings, including scheduling, logistics and board presentations

  • Review and process invoices, including invoices from outside legal firms in accordance with billing guidelines. Provide administrative support for legal, marketing and technology group budget analyses and track invoices as needed

  • Answer Executive calls personally, courteously and timely. Use good judgment in screening calls, and direct calls as necessary to the appropriate source

  • Create/maintain reports and analysis spreadsheets as needed. Manage organizational projects as needed (holiday party, summer picnic, etc.) and function as part of overall company administrative team. Support other parts of the business as needed.

III. Required Skills, Knowledge and Experiences: (essential to the position)

  • Bachelor's Degree in business or related experience; keen business acumen.
  • 5-10 years administrative/analyst experience preferable in a legal, sales/marketing, or technology group.
  • Excellent MS Outlook, Word, Powerpoint and Excel skills.
  • Strong communication skills both verbally and in writing; ability to draft correspondences and presentations and interact both internally and externally (customers, vendors, board members, etc.) in a professional manner. Experience working with and for members of an executive leadership team
  • Complete discretion and ability to work with confidential information
  • Database knowledge and aptitude to learn various sales, procurement and marketing software packages
  • Strong organization skills including the ability to prioritize work, seek input and multitask; experience in working with multiple supervisors in a matrixed environment
  • Flexible with the ability to work with changing schedules and priorities
  • Experience in creating spreadsheets, analyzing data and making recommendations
  • Self motivated with desire to grow within the organization
  • Cutlurally aware and have experience in supporting a global team; multilingual a plus
  • Excellent proofreading skills and attention to detail
  • Occasional travel will be required associated with select executive functions, including board of director meetings, trade shows and other similar functions