Executive Assistant -- Gateway

PACO Group-posted 2 months ago
Full-time • Entry Level
NJ
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The Gateway Program is a landmark rail infrastructure initiative enhancing reliability, resiliency, and capacity between Newark, NJ, and New York City—the busiest stretch of the Northeast Corridor. Its first phase, the Hudson Tunnel Project, will build a new tunnel beneath the Hudson River and restore the 110-year-old North River Tunnel, ensuring safe, efficient, and sustainable rail service for generations. The Gateway Development Commission (GDC) oversees this effort in partnership with Amtrak, NJ Transit, New Jersey, New York State DOT, and the Port Authority of New York and New Jersey. PACO Group (PACO) is seeking a highly organized and proactive Executive Assistant to support senior executives at Gateway Development Commission. In this pivotal role, you will ensure seamless day-to-day operations by providing high-level administrative and organizational support to our leadership team. The ideal candidate thrives in a fast-paced environment, anticipates needs, and demonstrates exceptional discretion and professionalism.

  • Manage executive calendars, appointments, and travel arrangements efficiently to optimize time and resources.
  • Prepare and organize documents, presentations, and reports for meetings and events.
  • Serve as a liaison between executives and internal/external stakeholders, ensuring clear and professional communication.
  • Prioritize and manage incoming correspondence, including emails and phone calls, with discretion.
  • Coordinate special events, conferences, and board meetings with attention to logistics and detail.
  • Handle sensitive and confidential information with integrity.
  • Conduct research and compile data to support executive decision-making.
  • Collaborate with administrative staff to enhance overall office efficiency.
  • Attend meetings and draft minutes as directed.
  • Keep executives informed of time-sensitive matters and ensure appropriate follow-up.
  • Develop and maintain systems to streamline administrative workflows.
  • Manage electronic and paper filing systems, including confidential materials.
  • Perform additional administrative duties and special projects as assigned.
  • Proven experience as an Executive Assistant or in a similar administrative role supporting C-level or senior management.
  • Exceptional organizational, time management, and multitasking skills.
  • Excellent written and verbal communication with strong attention to detail.
  • Proficiency in Microsoft Office and Google Workspace; ability to learn new software quickly.
  • Demonstrated ability to work independently and anticipate executive needs.
  • Professional demeanor and strong interpersonal skills to interact effectively with diverse stakeholders.
  • Bachelor’s degree preferred (or equivalent relevant experience).
  • 401(k) and Employer Matching
  • Health Insurance
  • Dental Insurance
  • Group Life Insurance, LTD, and AD&D
  • Paid Time Off
  • Paid Holidays
  • Professional Development Assistance
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