Executive Assistant Jobs

Job Summary

Responsible to perform a variety of administrative and clerical tasks as assigned by the appropriate department. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities.

$44,880 - $56,100

Note: The NJEDA currently offers a hybrid work schedule for up to 2 days of telecommute work from home. To participate, you will be required to have high speed home internet access and a managers approval. This program does not supersede the "New Jersey First Act", which requires newly hired NJEDA employees to establish and then maintain, principal residence in the State of New Jersey.

Essential Duties And Responsibilities

• Submit and reconcile expense reports
• Act as the point of contact for internal and external clients
• Arrange/setup conference/video calls
• Book travel arrangements
• Develop power point presentation when requested
• Organize and schedule appointments
• Write and distribute email, correspondence memos, letters and forms
• Coordinate project/departmental workflow ensuring deadlines are met including tracking, recording process and running reports
• Maintain contact lists
• Order office supplies and research new deals and suppliers
• Must complete annual and semiannual self-assessment as required.
• Plan meetings and take detailed minutes, track attendees
• Assist in the preparation of regularly scheduled reports
• Data Entry
• Provide general support to visitors
• Promotes teamwork and communication to encourage an interactive, cooperative, collaborative, and customer focused work environment among division, EDA staff, and external customers.
• Handles confidential information
• Performs other duties and special projects, as assigned.
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
• Update and maintain office policies and procedures
• Answer and direct phone calls/email as directed
• Develop and maintain a filing system (electronic/physical)

Skills And Abilities

• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook and Excel); scheduling appointments/updating calendars a must.
• Proven experience as an administrative assistant, or office admin assistant
• Excellent written and verbal communication skills
• Working knowledge of office equipment, like printers and other machines
• Attention to detail and problem-solving skills
• Must be able to maintain confidentiality and deal effectively and diplomatically with business professionals and EDA staff
• Excellent time management skills and the ability to prioritize work
• Ability to prioritize workload, must be highly organized, detail-oriented, handle various tasks simultaneously and work independently within limited time constrains with little or no supervision
• Strong organizational skills with the ability to multi-task
• Demonstrates respectful behavior and promotes teamwork and communication to encourage an interactive, cooperative, collaborative and customer focused work environment among division, EDA staff and external customers.
• Ability to communicate effectively both verbally and in writing; proficient in grammar, spelling and editing; and foster communications with business professionals and EDA staff
• Knowledge of office management systems and procedures
• NJEDA utilizes Microsoft as the core application platform and proficiency in the Microsoft Office Suite is preferred.

Qualifications

Education and Experience Requirements

• Additional qualification as an administrative assistant or Secretary preferred
• High School degree

Advanced degree or industry specific certification may be substituted for 1 year of experience

Physical Demands

• Minimal

Travel

• As necessary to events, meetings, businesses, etc.

Certificates and Licenses Required

• License: Staff are required to possess a valid driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essentials duties of the position.

Note

The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job description. Conversely, all duties performed on the job may not be listed. This job description is intended to convey information essential to understanding the scope, general nature and level of work performed by job holders within this job. This job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.

Your employment at NJEDA is voluntary and subject to termination by you or NJEDA at will, with or without cause, or with or without notice, at any time. Nothing in this job description shall be interpreted to conflict, eliminate or modify the employment-at-will status of NJEDA employees.

This position is considered exempt and is excluded from minimum wage, overtime regulations, and other rights and protections afforded nonexempt workers under the FLSA.

NJEDA reserves the right to amend/revise this job description as necessary to meet current and changing business needs.

Equal Opportunity Employer

NJ SAME Program

Position Requirements

• Must complete an Outside Activity Questionnaire (disclosure of outside office or employment) on an annual basis.
• Must review the required NJEDA Ethics Guidelines.
• Https://www.nj.gov/ethics/docs/ethics/plainlanguage2021.pdf
• Foreign degrees/transcripts must be evaluated by a reputable evaluation service at your own expense and must be submitted prior to a start date. If this cannot be provided within 21 days of an offer the offer will be rescinded.
• Those guidelines to can be found here:
• Must comply with the “New Jersey First Act” which requires employees hired after September 1, 2011, to reside in New Jersey. Non-New Jersey resident employees must relocate to New Jersey within one year of their date of hire and provide proof of residency to Human Resources.
• Https://www.nj.gov/ethics/docs/ethics/2022uniformcodeapril.pdf

LI-HYBRID

ID: 2023-1957

External Company URL: njeda.com