Executive Assistant

T&M Associates • Middletown Township, NJ

3h • Hybrid

About The Position

T&M is hiring for an Executive Assistant role in our Headquarter office in Middletown, NJ! The Executive Assistant provides high-level administrative and operational support to the firm’s executive, C-Suite leadership team. This role is responsible for supporting corporate compliance processes, licensing administration, and executive administration support. Serving as a central point of coordination, the Executive Assistant ensures accuracy, confidentiality, and timeliness across a wide range of administrative functions, while supporting day-to-day executive needs in a fast-paced environment. This position will be primarily based in the Middletown office, with limited opportunities for hybrid work.

Requirements

• Minimum of 8 years administrative experience
• Exceptional organizational and time management skills.
• High level of accuracy and precision, ensuring consistency and compliance across all tasks.
• Demonstrated ability to handle highly sensitive corporate, financial, and personnel information with the utmost professionalism, discretion, and integrity.
• Strong written and verbal communication skills, with the ability to interact clearly and professionally with executives, Board members, vendors, and staff.
• Proficient in Microsoft Teams, Outlook, Excel.
• Proven ability to anticipate needs, identify issues, and resolve challenges proactively and efficiently.
• Demonstrated experience coordinating and building effective working relationships across Executive Staff.

Nice To Haves

• Experience with travel, purchase and expense platforms preferred.

Responsibilities

• Manage calendars
• Coordinate lunch meetings
• Register for conferences
• Travel arrangements, flights, hotels, car service
• Maintain Conference registrations and spreadsheet
• Maintain Yearly Calendar for Executive Team Meetings
• Prepare and submit monthly expense & mileage reports for CEO
• Prepare and submit monthly Foundation statement to Accounting
• Take notes at monthly Foundation Meetings
• Additional administrative and cross-functional support as needed
• Work with insurance broker on renewal applications, electronic filing of policies and renewal documentation.
• Daily insurance certificate requests, send request to broker, receive, file, send back to requestor.
• Auto accident reporting and notifications.
• Entry of requests for State level or County events
• Review all contribution requests for accuracy & compliance with guidelines
• Attend weekly meetings and take notes
• Process each request as pending, approved or no go.
• Maintain Excel spreadsheet of all entries
• Entry of check information in the portal, prepare letters for each check and mail
• Maintain rsvp for all invites
• Maintain corporate budgets and provide weekly update

Benefits

• T&M Associates offers a competitive and comprehensive benefits package designed to support the health, well-being, and professional growth of our employees. Benefits include comprehensive insurance (medical, dental and vision), a 401(k) with company match, paid time off, flexible work schedules, wellness programs, and professional development opportunities — all within a people-first, award-winning hybrid work environment.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 251-500 employees