Executive Assistant 
Franklin Lakes, NJ

3 Months Contract

8 AM to 5 PM

Weekly 40 hours

Qualifications:

• Job Description Summary The Administrative Assistant is responsible for providing administrative support for the VP Chief Information Security Officer (CISO), and Global Information Security Leadership Team at the site.
• Works on assignments that are complex in nature in which independent action and a high degree of initiative are required to resolve problems and develop recommendations.
• Will act independently to determine new methods and procedures on assignments and may provide guidance to other non-exempt personnel. Uses his/her ability as an office administrator to contribute to the overall management of the facility, and to complete tasks in creative and effective ways.
• Must be highly organized and able to prioritize multiple tasks and projects effectively.
• Job Description Duties and Responsibilities:
• Effective use of Microsoft Office to develop presentations, create documents/templates, input and analyze data.
• Prepare documents containing financial, statistical, technical, or legal terminology.
• Effective use of various administrative IT systems in order to carry out the administrative functions of the Global Information Security team.
• Responsible for heavy calendar management, requiring interaction with both internal and external executives, various department and assistants.
• Facilitates incoming and outgoing department communications on behalf of the Leadership Team and CISO.
• Establishes and maintains files and confidential records, including those related to personnel, financial budgets and/or legal and proprietary information.
• Coordinates large scale events and interdepartmental meetings, develops and distributes instructions, coordinates room setup logistics, interfaces with those attending meeting and facilitates arrangements.
• Makes complex domestic and international travel arrangements, utilizing judgment to effectively manage cost and assure management needs are considered.
• Prepares extensive travel itineraries and assists with expense reports for leaders and CISO as needed.
• Coordinate various office support services, including purchasing and facilities management.
• Assists in the arrangement and execution of company socials and events.
• Arranges for visitors with the Gate and Receptionist at Reception desk.
• Supports several leaders as required for special projects and needs.
• Maintains a positive outlook no matter how big or small the task
• Performs other related duties and assignments as required.

Requirements:

• A high school diploma/GED
• A minimum of six years of administrative assistant experience
• At least two years supporting an executive or senior level manager

Assets:

• Expertise with Microsoft applications (Word, PowerPoint, Excel, Outlook).
• Procurement and Concur experience is a plus.
• Prior experience supporting senior level management and/or technical departments.
• Effective organization, planning, and interpersonal skills- Effective written and oral communication skills
• Demonstrated ability to maintain a high degree of confidentiality with sensitive information.
• Must have very high customer service and support skills and be willing to pitch in where needed to get things done.
• Good learning agility and the ability to anticipate future needs
• Strong communication skills and attention to detail, ability to prioritize, meet deadlines, and juggle multiple priorities in a fast-paced environment
• Demonstrated ability to deal with unresolved situations, frequent changes, delays or unexpected events and maintain calm disposition.

Responsibilities:

• Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff.