Senior Executive Assistant
Tekgence Inc, Jersey City, NJ, United States
We’re looking for a self-starter who has the ability and drive to provide high level support for an SOC leader. The responsibilities include advanced, diversified, and complex administrative and managerial support duties of a confidential and sensitive nature. This Executive Assistant role requires a unique mix of strong organizational skills to collaboratively assist with activities and events, board–related presentations & correspondence, liaising with outside parties and guest speakers, scheduling town hall meetings, organizing off‑sites, creating and updating presentations, writing and editing various communications, etc. The successful candidate will need to maintain continuous contact and personal communication with executive management and senior business leaders globally. You hold the front line of the organization you support, and working in the Executive offices, you will interface regularly with all levels of staff both internally and externally, as well as with visitors to the C‑suite.
Day‑to‑Day Expectations
Manage a high‑volume calendar and complex scheduling in partnership with other Executive Assistants. Coordinate meetings involving all stages of planning including logistics, vendors and materials (whether in person or virtually), and various other events for multiple senior executives and a global team across multiple time zones.
Plan end‑to‑end global and domestic travel logistics including scheduling flights, hotel accommodations, ground transportation, visa processing, etc. Anticipate, identify, analyze and solve issues/timing conflicts independently and discretely, and prepare detailed itineraries and ensure accuracy and timely delivery of travel documents to travelers.
Coordinate scheduling, accommodations, AV needs, catering, etc. to facilitate the set‑up and agenda for planning and execution of internal and external events including staff meetings, all‑hands meetings, off‑sites, team social events and town halls.
Manage all types of daily correspondence to ensure professional, accurate and timely response and appropriate prioritization.
Assist with writing and proofreading various communications.
Prepare, reconcile and track expense reporting and reimbursement via
Oracle .
Organize and safeguard all highly confidential company files and information.
Assist with overflow, assistant back‑up coverage and day‑to‑day tasks and provide support to visiting senior business leaders and C‑suite leaders, as needed.
Answer phones for executive management. Take messages and answer all routine and non‑routine questions. Work in cooperation with other executive assistants to cover phones.
Qualifications
5–10 years’ experience in an executive assistant role supporting executives with global responsibility.
Familiarity with a dynamic and fast‑paced global company’s operating rhythm and processes; must be able to adapt procedures, processes and techniques to the completion of assignments in line with the department’s and team’s needs.
Excellent writing and proofreading skills and attention to detail.
Effective interpersonal and listening skills, and telephone etiquette.
Excellent organizational, problem‑solving and follow‑up skills, and the ability to effectively handle multiple priorities while working under little supervision.
Professional demeanor at all times, regardless of pressures of the job. Must be an exemplary representative of the company in all dealings with internal management, staff and external customers and partners.
Executive presence, maturity and judgment, and sound decision‑making to communicate on an executive level and maintain a high degree of confidentiality.
High level of motivation, integrity, self‑confidence and the ability to take initiative; collaborative team player with a proactive approach. Establish and maintain strong working relationships with other executive administrative assistants.
Prior experience submitting expenses, and reviewing incoming correspondence/emails and preparing responses. Flawless skills managing Concur travel and expense programs, for global multi‑currency travel, are required.
Highly proficient in MS Office (Word, Excel, Outlook and PowerPoint) as well as other web‑based programs, video conferencing and scanning.
Ability to work with pace, good humor and independence, balanced with a consummate sense of professionalism.
Driven to get things done with excellence and timeliness.
This role is required to be in our Jersey City, NJ office 3 days per week.
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Day‑to‑Day Expectations
Manage a high‑volume calendar and complex scheduling in partnership with other Executive Assistants. Coordinate meetings involving all stages of planning including logistics, vendors and materials (whether in person or virtually), and various other events for multiple senior executives and a global team across multiple time zones.
Plan end‑to‑end global and domestic travel logistics including scheduling flights, hotel accommodations, ground transportation, visa processing, etc. Anticipate, identify, analyze and solve issues/timing conflicts independently and discretely, and prepare detailed itineraries and ensure accuracy and timely delivery of travel documents to travelers.
Coordinate scheduling, accommodations, AV needs, catering, etc. to facilitate the set‑up and agenda for planning and execution of internal and external events including staff meetings, all‑hands meetings, off‑sites, team social events and town halls.
Manage all types of daily correspondence to ensure professional, accurate and timely response and appropriate prioritization.
Assist with writing and proofreading various communications.
Prepare, reconcile and track expense reporting and reimbursement via
Oracle .
Organize and safeguard all highly confidential company files and information.
Assist with overflow, assistant back‑up coverage and day‑to‑day tasks and provide support to visiting senior business leaders and C‑suite leaders, as needed.
Answer phones for executive management. Take messages and answer all routine and non‑routine questions. Work in cooperation with other executive assistants to cover phones.
Qualifications
5–10 years’ experience in an executive assistant role supporting executives with global responsibility.
Familiarity with a dynamic and fast‑paced global company’s operating rhythm and processes; must be able to adapt procedures, processes and techniques to the completion of assignments in line with the department’s and team’s needs.
Excellent writing and proofreading skills and attention to detail.
Effective interpersonal and listening skills, and telephone etiquette.
Excellent organizational, problem‑solving and follow‑up skills, and the ability to effectively handle multiple priorities while working under little supervision.
Professional demeanor at all times, regardless of pressures of the job. Must be an exemplary representative of the company in all dealings with internal management, staff and external customers and partners.
Executive presence, maturity and judgment, and sound decision‑making to communicate on an executive level and maintain a high degree of confidentiality.
High level of motivation, integrity, self‑confidence and the ability to take initiative; collaborative team player with a proactive approach. Establish and maintain strong working relationships with other executive administrative assistants.
Prior experience submitting expenses, and reviewing incoming correspondence/emails and preparing responses. Flawless skills managing Concur travel and expense programs, for global multi‑currency travel, are required.
Highly proficient in MS Office (Word, Excel, Outlook and PowerPoint) as well as other web‑based programs, video conferencing and scanning.
Ability to work with pace, good humor and independence, balanced with a consummate sense of professionalism.
Driven to get things done with excellence and timeliness.
This role is required to be in our Jersey City, NJ office 3 days per week.
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