Executive Assistant to the Owner/President

Our client, a successful Veteran Owned Trucking and Rigging (+ additional services) company in Edison , NJ, has engaged us to place a high-level, proactive, solutions oriented, and exceptionally organized individual in the role of Executive Assistant (EA) to the Owner / President .

The executive is very busy with a lot of demands on his time, and is truly in need of a strong gatekeeper / right hand with an ability to manage multiple priorities in a fast-paced environment.

The EA will also assist with some minor personal needs (up to 10%). This role will require some domestic travel (up to 20%) with the executive for sales related meetings (with notice, usually just a couple of nights).

Casual office attire! Please do not contact our client directly, thank you.

The EA will provide administrative, logistical & project management support, allowing the Owner / President’s focus to be on moving the goals and initiatives for the company forward.

The EA will be entrusted with the most sensitive & confidential information, and will display the highest level of trust and discretion at all times.

This is a great, long-term opportunity with potential for growth for the right fit!

The ideal candidate has a positive attitude, dedicated work ethic, experience supporting busy executives, is confident, resourceful, and forward-thinking.

An interest to learn the inner workings of the company, a high level of integrity, keen eye for detail, exceptional communication skills, and ability to seamlessly multi-task & identify priorities, as well as work well independently & as a team, is essential in this role.

Hours : 8 : 30am-6pm - Most communication from the executive will likely fall between 8am-8pm (flexibility needed). While there’s little expectation of weekend work, flexibility is needed to receive communications (especially if the executive is traveling and an issue arises requiring immediate attention relative to travel), responding to urgent needs immediately, and prioritizing others accordingly (next business day, etc.

Hybrid aspect : The EA is expected to be in the office when the Owner / President is, but may choose to work from home or the office, depending on the executive’s needs, while he’s traveling (roughly 50-100 days / year, often weekly).

Potential down the road to discuss a more structured hybrid office / WFH option.

About the Company :

For over five decades, they’ve placed their beliefs and focus on high-quality service with competitive-priced heavy haul and rigging solutions.

The results for their customers have been safe, efficient, and cost-effective projects completed within budget and on-time.

They offer their customers unbeatable service, from first-class heavy haul trucks and state-of-the-art rigging to warehouses.

Their professional team (approx. 130) of truckers, logistics, supervisors, office professionals, and riggers are dedicated to providing a comprehensive quality service that is second to none.

About YOU :

• You’re service oriented, have a can do, will do attitude , thrive in a high-level support role, and get things done !
• You’re highly proactive with strong organizational & project management skills, reflecting the ability to perform and prioritize multiple concurrent tasks.
• You’re a great team-player willing to jump in where needed to get things done.
• You have strong time management skills, and don’t need to be micromanaged in order to execute.
• You’re driven, confident and diligent, have impeccable attention to detail and strong follow through.
• You’re honest and display a high level of personal accountability and responsibility, utilizing tact, discretion and good judgment at all times, especially when exposed to confidential or sensitive material.
• You have the ability to be a good buffer and communicate with a mix of different personalities, and an ability to read the room .
• You’re forward thinking, intuitive, anticipate and try to always remain two steps ahead of your executive’s needs.
• You’re a smart self-starter, proactive, productive, highly organized, able to multi-task, work well independently, have a figure it out mentality, and ask questions when needed.
• You have excellent written and verbal communication skills.
• You’re flexible / adaptable and have the ability to pivot as needed.
• You have strong interpersonal skills with a demonstrated ability to work with high-level executives, and across the company as a whole.
• You have a strong learning mindset, are very resourceful, show initiative, have strong decision-making capability and a proactive approach to problem solving.
• You have a calm demeanor, are comfortable working in a blue collar environment, and convey emotional maturity and professionalism.
• You have experience supporting busy executives at a high-level.
• You’re tech-savvy, and comfortable working on PCs.
• You have a good history of job stability, strong references and are looking for a long-term career.

Key Responsibilities Include (but not limited to) :

• Act as a gatekeeper, providing a bridge for smooth communication between the Owner / President, his direct reports, company staff and outside parties that need to speak or meet with him.
• Proactively maintain the executive’s calendar, ensuring seamless coordination, the executive is never double-booked, providing a time buffer in between meetings.

This includes organizing meetings, sending reminders, and ensuring all related documents are prepared in advance. Must be able to prioritize the most time sensitive matters as scheduling conflicts arise.

• Work closely with the Owner / President to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
• Coordinate travel arrangements (95% domestic, business / personal) and logistics for Owner / President (& guests when needed), create detailed travel itineraries, & submit related expense reports.

Prepare executive for all travel as needed (ensure he has tickets, photo ID, passport, itineraries, etc.).

• Monitor the executive’s email inbox, filtering emails and prioritizing what needs immediate attention while maximizing productivity, and responding as needed / directed.
• Collaborate with other departments to gather information and facilitate cross-functional communication.
• Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
• Organize internal / external executive-level meetings & off-site retreats, including scheduling / logistics, catering, preparing materials, sending reminders, and assisting the Office Manager with company events / outings when needed.
• Prepare briefings & summaries to keep executives informed about key issues and developments.
• Act as a "barometer," having a sense for the issues taking place in the office and keeping the Owner / President updated.
• Answer the phone, take accurate messages, keep track of executive’s whereabouts, and handle urgent calls with appropriate judgment.
• Manage, compose and prepare confidential correspondence, reports, and other complex documents, proofing and editing of all documents to ensure accuracy and consistency.
• Assist in planning & executive of special projects and initiatives, tracking progress and ensuring deadlines are met.
• Organize and maintain electronic & physical filing systems. Further refine systems and processes to maximize efficiency.
• Conduct research on various topics to support the executive’s decision-making process.
• Provide a light level of personal assistance to include picking up coffee / breakfast for the executive when he’s in town, ordering / picking up items, sending gifts, having his truck cleaned etc.
• Liaise with personal and business associates, philanthropic contacts and clients as needed.

Experience / Education :

• 5+ years EA experience working in a high-paced environment, with 2+ years of experience directly supporting C-Suite and high-level executives
• Bachelor’s Degree preferred but not required
• Proficiency in Microsoft Outlook & MS Office

Compensation / Benefits :

• Base Salary : $110-150k *DOE* with potential for a discretionary annual bonus
• Employer contribution to employee purchased heath insurance coverage
• 401(k) with company match (implementing early next year)
• Paid Holidays (7 + 3 floating)
• PTO (flex)
• Company provided laptop (PC)
• Snacks / coffee / drinks provided
• Successful completion of reference, background checks & drug screen are required prior to employment*

Note : We appreciate your interest in this opportunity and review all submissions. Candidates of interest will be contacted via email with a questionnaire to further assess potential fit and next steps.

Those not selected will have their resume kept on file for consideration of other opportunities.

TMH, LLC & our Clients provide equal opportunity employment, and don’t discriminate with recruitment of candidates or employment on the basis of race, color, religion, gender, sexual orientation, age, national origin, marital status, disability, military status, veteran status, or any other characteristics protected by law.

We're a boutique recruiting agency specializing in direct hire placement C-Suite EAs and corporate & domestic high-level support roles nationwide.

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