Executive Administrative Assistant

Raphael and Associates•Rutherford, NJ

2d•Onsite

About The Position

Raphael & Associates is a globally recognized third-party claims administrator and independent claims adjusting firm, known for delivering exceptional service. We understand the importance of staying agile in a dynamic market and pride ourselves on tailoring our solutions to meet the unique needs of each client. While the work we do as a claims organization is complex, our mission is clear: to deliver outstanding service, attract and retain top-tier professionals, and leverage industry-leading technology to drive results. As a leader in the industry, we offer dynamic and rewarding career opportunities for individuals who are driven to make an impact. Our culture is built on collaboration, innovation, and a shared commitment to excellence. We value professionals who bring creativity, vision, and a proactive, results-oriented mindset. We are seeking experienced, motivated, and forward-thinking individuals to join our team and contribute to our continued success. We are seeking a proactive, highly organized Executive Assistant to provide high-level administrative and operational support to senior leadership. As Raphael & Associates continues to grow, this role will be essential in ensuring the executive team operates efficiently and effectively. The Executive Assistant will manage complex calendars, coordinate communications, meetings, and travel, and support seamless day-to-day operations at our Rutherford headquarters.

Requirements

7+ years’ experience in supporting C-level or Senior Executives
Proficiency with Microsoft Office Suite and calendar and travel booking tools
Exceptional organizational and time management skills
Strong written and verbal communication skills with excellent attention to detail
Proactive problem solver with the ability to prioritize in a fast-paced environment
Ability to maintain high level of confidentiality with professional demeanor

Nice To Haves

Bachelor’s Degree preferred but not required

Responsibilities

Act as a strategic partner to executives by anticipating needs, prioritizing tasks and proactively resolving issues
Serve as a liaison between senior leadership and internal/external stakeholders, maintaining strong relationships
Plan and organize executive meetings, client visits, and company events, including all related logistics
Prepare executives for meetings, including compiling decks, briefing materials, preparing reports, executive summaries and follow-ups
Manage executive calendars; schedule and coordinate meetings and prepare agendas
Arrange domestic and international travel, including itineraries, accommodations, and ground transportation
Draft, proofread, and distribute internal and external communications on behalf of senior leadership; handle confidential correspondence
Oversee office readiness for client visits, coordinate with vendors and facilities for supplies and maintenance
Handle sensitive information with the highest level of discretion and professionalism
Provide general administrative support to executives, enabling them to focus on strategic priorities
Responsibilities may expand or shift in alignment with organizational priorities