Executive Assistant

Swift Staffing • Newton, NJ

2d

About The Position

We are seeking a dynamic and highly organized Executive Assistant to provide exceptional administrative support to senior leadership. This role is vital in ensuring smooth daily operations, managing complex schedules, and facilitating effective communication across departments. The ideal candidate will demonstrate proactive problem-solving, excellent organizational skills, and a positive attitude that energizes the workplace. Bilingual abilities and technical proficiency are highly valued to enhance client interactions and streamline office processes.

The Executive Assistant will support executives and the executive team with scheduling, travel arrangements, communications, document preparation, office management, project coordination, and personal assistance tasks as needed. The role requires confidentiality, discretion, professionalism, and the ability to prioritize multiple responsibilities in a fast-paced environment.

The position is part of an energetic environment where organizational talents will help drive success. The company values proactive individuals who thrive on supporting leadership while fostering a positive workplace atmosphere.

Requirements

• Proven experience as an Executive Assistant or in a similar administrative role, with a strong background in office management.
• Proficiency in Microsoft Office applications, including Word and Excel spreadsheets, data entry, and general computer literacy.
• Experience handling multi-line phone systems and providing excellent customer support in a fast-paced environment.
• Strong organizational skills and the ability to prioritize tasks while managing multiple responsibilities.
• Professionalism, excellent time management, and phone communication skills.

Nice To Haves

• Bilingual skills to facilitate communication with diverse clients and stakeholders.
• Familiarity with QuickBooks or other accounting software for handling basic financial documentation.
• Personal assistant experience or office experience highlighting time management, phone communication skills, and professionalism.

Responsibilities

• Manage and coordinate executives’ complex calendars, appointments, and travel arrangements.
• Serve as the first point of contact for visitors, clients, and internal teams, providing professional phone etiquette and customer service.
• Prepare, review, and organize correspondence, reports, presentations, and other documents using Microsoft Office Suite and productivity software.
• Handle incoming calls through multi-line phone systems, prioritize messages, and direct inquiries efficiently.
• Maintain office supplies inventory and oversee clerical tasks, including data entry and file management, to keep the office organized and productive.
• Assist with project coordination by tracking deadlines, preparing meeting agendas, taking minutes, and following up on action items.
• Support the executive team with personal assistance tasks as needed while maintaining confidentiality and discretion.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed