Senior Executive Assistant

Specialty Granules LLC • Parsippany, NJ

4d

About The Position

Over 90 years of quality products and superior service. Job Summary: Essential Duties Specific responsibilities include, but are not limited to: Prioritizing and managing a complex and dynamic calendar while maintaining a realistic schedule for the executives that includes sufficient time for focused project work and strategic thinking about the company's direction. Helping to implement a “gatekeeper” and “gateway” function to protect the executive’s time, while simultaneously ensuring key stakeholders have necessary access to advance company interests. Managing sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting company operations. Coordinating complex travel arrangements, including developing detailed itineraries, scheduling meetings with critical participants, and optimizing and booking travel arrangements for the executives and their teams, as necessary. Leading the planning and coordination of executive offsite retreats, key cross-company conferences, and engagements for the executives, working closely with third parties, other administrative professionals within the company, and the GAF Events team. Composing, preparing, and creating correspondence, itineraries, agendas, reports, special projects, and other documents, including creating first drafts of written communications for internal and external constituencies. Preparing and processing expense reports for the executives. Reading, researching, collecting, and analyzing information as needed and preparing briefing documents with respect to meeting attendees (outside parties), manufacturing sites, companies, etc., in advance of executives’ meetings or other events. As needed, representing the executives by welcoming visitors, answering questions, and meeting requests directed to the executives. Maintaining an office setup that optimizes workflow. Completing ad hoc projects and special assignments as assigned by the executives.

Requirements

• High School Diploma required, Bachelor's Degree preferred
• 10+ years of experience supporting C-Level Executives. (At least 7-10 years of related Executive-level administrative assistant experience)
• Advanced Proficiency in Google Suite (Gmail, Docs, Sheets, and Slides). (Expert proficiency in the Microsoft Office Suite of applications (familiarity with G-suite a plus))
• Flexible hours as dictated by the needs of business for projects and meetings, including maintaining availability on evenings and weekends in the event urgent matters require attention (infrequent)
• Willingness to travel as needed to support major projects/initiatives (approx. 20% travel)
• Must be eligible to work in the U.S. without need for employer-sponsored visa (work permit)

Nice To Haves

• Strong administrative and organizational skills, with the exceptional ability to prioritize and perform varied tasks at a high level, within deadlines and with excellent attention to detail
• Excellent interpersonal skills and the ability to build strong, functional relationships quickly with colleagues, based on trust and mutual respect
• Excellent written and verbal communication skills
• Proactive and creative attitude and approach to problem-solving, including the ability to be resourceful, independently-directed, and flexible when necessary
• Emotional maturity, demonstrating leadership and credibility with colleagues and other constituencies
• Excellent judgment in a diversity of situations
• Ability to read situational context and act/adjust approach accordingly

Responsibilities

• Prioritizing and managing a complex and dynamic calendar
• Implementing a “gatekeeper” and “gateway” function
• Managing sensitive matters with a high level of confidentiality and discretion
• Coordinating complex travel arrangements
• Leading the planning and coordination of executive offsite retreats, key cross-company conferences, and engagements for the executives
• Composing, preparing, and creating correspondence, itineraries, agendas, reports, special projects, and other documents
• Preparing and processing expense reports for the executives
• Reading, researching, collecting, and analyzing information
• Representing the executives by welcoming visitors, answering questions, and meeting requests directed to the executives
• Maintaining an office setup that optimizes workflow
• Completing ad hoc projects and special assignments as assigned by the executives

Benefits

• competitive salary
• benefits
• vacation package for all full-time permanent positions
• exciting opportunities for professional growth
• generous benefits, including family health, vision, dental, and family-building benefits
• generous 401K program, including an employer match contribution with your pre-tax and/or Roth contributions from your first day as an employee
• generous tuition reimbursement program
• paid leave options, including vacation, sick, paid holidays, and volunteer time off

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED