Executive Assistant V

Job Title : Executive Assistant V

Location : Camden, NJ (Hybrid - 2 or 3 days in office)

Duration : 5 Months (temp to hire for right candidate)

Description :

• Manage and maintain executives' schedules.
• Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• File and retrieve corporate documents, records, and reports.
• Greet visitors and determine whether they should be given access to specific individuals.
• Prepare responses to correspondence containing routine inquiries.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Prepare agendas and make arrangements for committee, board, and other meetings.
• Make travel arrangements for executives.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
• Compile, transcribe, and distribute minutes of meetings.
• Attend meetings in order to record minutes.
• Coordinate and direct office services, such as records and budget preparation, personnel, and housekeeping, in order to aid executives.
• Meet with individuals, special interest groups and others on behalf of executives, committees and boards of directors.
• Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and / or presentation software.
• Set up and oversee administrative policies and procedures for offices and / or organizations.
• Supervise and train other clerical staff.
• Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Interpret administrative and operating policies and procedures for employees.

Beyond the Job Description, what additional skills and capabilities are needed for this role?

The IT Executive Assistant performs advanced, diversified, and confidential administrative support to the Chief Technology & Information Officer and the Information Technology (IT) Leadership Team.

This position provides advanced administrative and clerical support requiring comprehensive skill and knowledge of the organization, it’s processes and tools accompanied by a digital and agile mindset.

Essential Job Duties

• Directly supports the Chief Technology & Information Officer, the Sr. Director, IT Finance & SAP / ERP, the Director, Enterprise Architect and the Head of Data & Analytics with administrative activities including calendar management, travel arrangement and itinerary coordination, meeting document preparation, expense report creation, etc.
• Onboards contingent workers and terminates access upon conclusion.
• Prepares equipment set up for new hires (laptop, monitor, keyboard, mouse, name tag, etc.).
• Creates Purchase Orders (POs) using Ariba or SAP and receives against them, including budget tracking.
• Prepares and maintains Microsoft PowerPoint presentations for various IT Leadership Team meetings as required.
• Arranges IT meetings and conferences, prepares and distributes agendas, reserves and prepares facilities for local and webcast meetings.
• Organizes and maintains record and file systems (electronic and paper).
• Maintains the IT department organizational charts.
• Maintains office assignments, equipment; arranges for equipment repair and maintenance; orders office supplies.
• Assists in project work to include coordinating projects, gathering necessary data from leaders and team members, and creating report presentations.
• Facilitates smooth and effective communications among executives, their teams and third-party vendors.
• Prepares, composes, and initiates correspondence, presentation material, and reports for internal leaders.
• Organizes and prioritizes workload and meets deadlines.
• Coordinates events and activities with strategic vendor partners; Proactively manages logistical details for these events and activities

Knowledge and Skill Requirements

• Ability to interact with various levels within the organization
• Strong organizational and multi-tasking skills, written and verbal communication skills
• Ability to work effectively in an environment with on-gong change and ambiguity; thrives within an organization transforming to a digital mindset
• High attention to detail and accuracy with the ability to coordinate complicated tasks like event planning
• Advanced knowledge of Microsoft Office software to include Teams, PowerPoint, Excel, and Outlook, Word
• Embraces technology and is a proactive and digital thinker, always looking for ways to streamline work and tasks
• Must be able to exercise discretion while managing confidential information in a professional manner
• Ability to research and define problems, collect data, establish facts, and draw valid conclusions
• Ability to support multiple individuals with diverse requirements with adaptability to changing priorities and needs of the team
• Excellent time management and skilled in independently prioritizing tasks
• Displays a professional confidence and tenacity to achieve tasks and objectives
• Knowledge of SharePoint, SAP, Ariba and / or Concur preferred
• Previous experience in a technology environment preferred

Education and Experience

• Associate degree required, Bachelor’s degree preferred; minimum 3 years related experience supporting executive and senior leaders.
15 days ago