Skip to content

Princeton, New Jersey

Executive Administrative Assistant & Office Manager

Princeton, New Jersey

JOB OVERVIEW

Executive Administrative Assistant & Office Manager

About the Role

The executive administrative assistant and office manager will be part of a fast-paced, growing organization in our Princeton, NJ office.  The incumbent will provide personalized and timely support in daily calendar planning, setting up meetings and travel arrangement for the CEO and the executive leadership team.  They will also be responsible for putting office protocols and processes in place to support our new growing location in Princeton, NJ.  The role requires someone who can manage multiple tasks, is a quick learner, agility to respond to new or changing requests and who has strong people orientation and collaboration skills.

Position Responsibilities

Responsibilities include but are not limited to:

  • Manages the new Princeton Office location set up and ongoing needs to support the office space including ordering office supplies, welcoming visitors, working with vendors for office needs (cleaning, IT, food services, mail services, etc.) and setting up clear processes and procedures to ensure the office runs smoothly.
  • Provides daily administrative support and assistance, onsite and virtually to the Company CEO and other executives on the leadership team, including the CFO, General Council, and the CHRO.  Tasks may include calendar planning, setting up meetings, arranging travel, preparing expense reports, capturing and distributing agendas, preparing documents and letters, etc.
  • Performs other office tasks such as maintaining office records, ordering supplies, filing, and receiving/sending out mail.
  • When required, attends meetings to take notes/record minutes and send out summary of key actions to participants.
  • Provides timely administrative support to write emails, format documents, prepare presentations, reports, etc. for CEO and Executives.
  • Acts as a point of contact for executives and prioritizes incoming requests for executives’ time, setting up meetings accordingly.
  • Screens and directs phone calls and distributes correspondence as required.
  • Performs other duties as assigned or requested.

About You

  • High school diploma required; Bachelor’s degree in Business Administration or related field preferred.
  • 5+ years of experience as an administrative assistant, supporting executive level clients.
  • 1-3 years of experience as an office manager preferred.
  • Experience working in a fast-paced environment, adapting to changing needs and supporting multiple partners.
  • Experience working in a healthcare or pharmaceutical organization is preferred.
  • Strong MS office skills in Word, PowerPoint and Excel, as well as Concur and ADP workplace preferred.  Ability to learn new or updated software.
  • Extensive knowledge of office administration and clerical procedures.
  • Strong planning and organizational Skills
  • Able to type minimum of 50 words per minute.
  • Excellent verbal and written communication skills with internal and external customers, leveraging strong interpersonal skills.
  • Able to effectively interact with all levels of management, associates, and the board.
  • Strong organizational skills and attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Agile and able to function well in a high-paced and at times stressful environment, managing multiple projects and sometimes competing priorities.
  • Strong problem-solving abilities and ability to work through challenges to deliver results.
  • Collaborative and people-oriented, has a Customer Service Orientation.
  • High integrity, discretion and confidentiality.
  • Ability to work independently with minimal supervision, proactive and self-directed.
  • Medical
  • Dental
  • Vision
  • Life Insurance
  • Short-Term Disability and Long-Term Disability
  • Employee Assistance Program
  • 401(k) Savings Plan
  • Company Paid Holidays (11)
  • Paid Time-Off
  • Other Paid Leave
  • Employee Stock Purchase Plan (ESPP)
  • Opportunity to advance in company positions