Executive Assistant

Metagenics•Jersey City, NJ

4d•Hybrid

About The Position

For over 43 years, Metagenics has had the mission to help people live happier, healthier lives through the life-changing power of nutrition. We believe the way we do business is as important as the business we do; that a company in the nourishment business should nourish its people, too. So, we incorporated healthy, sustainable care into every dimension of our culture. Our diverse and expansive team are a prime example of the power of a people-first approach. We know first-hand, when an organization prioritizes internal growth and fosters empathy, its people come together to set an example of what the world can become. Join us in being the world’s leading healthcare professional-grade VMS company! The Executive Assistant provides administrative and project support to C-Suite executives and their teams to ensure the success of the North America business operations. This role will also serve as an office administrator in the New Jersey Office, providing operational support.

Requirements

Minimum of 5 years supporting executive level leadership positions, including C-suite executives
Associate’s degree required; Bachelor’s degree preferred
Extremely proficiency in essential computer programs including MS Project, Word, Excel, PowerPoint, and Outlook required
Experience in working within a system-centered environment
High skilled in travel planning, calendaring and web-based meeting options, organization methods, and Microsoft technologies
Expertise in triaging incoming executive level priorities and communications in a growth organization
Superior multi-tasking and organizational skills to ensure multiple senior executives are supported
Ability to work in a timely manner under pressure
Ability to independently define problems, collect data, establish facts, prioritize, and draw valid conclusions to accomplish goals
Friendly personality with a resilient attitude to multiple priorities
Ability to interact effectively with a wide variety of personality types
Strong organizational skills, including the ability to multitask
Ability to be proactive and anticipate the needs of department leaders
Excellent communication, both written and verbal, and problem-solving skills
Flexibility and a willingness to learn new things
Ability to effectively present information and respond to questions from managers, customers, and general public.
Ability to work effectively in a team environment
Ability to manage details and provide appropriate follow-up to ensure full internal and external department satisfaction
Able to work in a changing environment without experiencing undue stress
Recognize and maintain confidential information
Ability to take meeting notes clearly and concisely and organize the notes for after-meeting action items with timelines
May be required to work over 40 hours to complete work or projects
Meets all applicable safety requirements for the position and work environment

Nice To Haves

A strong communicator and collaborator and work effectively with all members of the organization, from individual contributors to top execs
Highly organized yourself and like to organize others
Enjoy managing multiple activities and projects at once
Highly anticipatory and strategic. Your problem-solving skills are unparalleled
Always maintain a friendly disposition — even (and especially) under pressure
Quick on your feet! When problems arise, you reliably produce responses and solutions

Responsibilities

Serve as a trusted liaison between executives, the Board, internal teams, and external stakeholders, managing complex communications with discretion and sound judgment.
Provide strategic and operational support for executive-led initiatives, special projects, and cross-functional programs, ensuring timelines, deliverables, and priorities are met.
Partner with executives to develop and deliver high-quality Board decks and presentations, ensuring accuracy, alignment, and adherence to governance standards.
Manage executive operations, including complex calendaring, travel, expenses, purchase orders, invoicing, and executive communications.
Point of contact as the office administration and day-to-day office operations as needed, ensuring a seamless and professional onsite experience for leaders, employees, and visitors.
Deliver white-glove support for executive and Board meetings, including logistics, technology, and onsite coordination.
Handle highly confidential information with exceptional judgment and ensure compliance with company policies and standards.
Support other projects and assignments as needed.
Drives personal vehicle to appointments; maintains a personal car insurance policy. Driving record must meet Company requirements.
Infrequently travels by car and air on behalf of business.
Meets all applicable safety requirements for the position and work environment.
Completes other duties as assigned.

Benefits

Medical, dental, vision
Annual employer HSA (Health Savings Account) funding for eligible employees who elect an HSA medical plan
STD, LTD, Basic Life AD&D coverage
401k + employer matching
Vacation and Sick Time
2 Volunteer Days off per year
Emergency evacuation time off
11 paid company holidays
1 Floating holiday to celebrate your birthday or important religious/holiday to you
Quarterly product allowance to use towards your favorite Metagenics products!
Product discount
Peer to peer recognition programs & more!