Executive Assistant

Holiday design group focused on decorating for the commercial sector is seeking an Executive Assistant to join their Hoboken, NJ team.

Summary

Reporting directly to the Company’s Founder as the Executive Assistant, you work independently performing a wide range of complex administrative and clerical support duties. This role requires excellent written and verbal communication skills and the ability to provide information and service to a wide range of internal and external contacts.

Responsibilities

· Work directly with the executive to support all aspects of their daily work routine.

· Provide high-level administrative support, including managing calendar, managing email accounts, scheduling meetings, and coordinating travel arrangements.

· Coordinate and participate in internal and external meetings, including scheduling, sending reminders, taking meeting minutes and assisting in the preparation and distribution of meeting agendas.

· Liaise with clients via email on behalf of the Executive to send business inquiries, follow-ups, contracts, invoices, proposals, and client surveys.

· Assist with sales and client management-related tasks, such as follow up phone calls, emails, and other communication to ensure customer satisfaction.

· Prepare internal and external documents including but not limited to proposals, contracts, and client surveys utilizing platforms such Google Workspace and Square Up.

· Create and maintain organizational databases including client contacts and project status reports.

· Maintain a comprehensive and accurate digital filing system including records of invoices and estimates, employee timesheets and hours, project specific documents, W9’s, Standard Operating Procedures and Workflow documents, client database, etc.

· Assist with budgets and accounting tasks such as invoice tracking and generating and sending invoices to clients.

· Handle printing, mail/overnight packages and returns, copying, and filing of company documents.

· Perform other duties, ad-hoc projects and provide support to other departments to support the overall success of the company.

· Maintain confidentiality and discretion in handling sensitive information and correspondence.

The Ideal Candidate

· A detail-oriented, self-starter with a resourceful nature

· Ability to prioritize and multi-task daily responsibilities for both yourself and the Executive.

· Energetic and eager to tackle new projects and ideas

· Possess a high degree of professionalism & ability to handle highly confidential information.

· Strong written and verbal communication skills

· Thrives in a fast-paced and ever-changing environment

Skills And Background

· Bachelor’s degree preferred.

· Prior experience in supporting a senior executive or team

· Excellent computer, writing, editing, and proofreading skills

· Familiarity with the industry is a plus

· Excellent organization and time-management skills

Only shortlisted candidates will be contacted.

Job Types: Full-time, Part-time

Salary: $30.00 - $35.00 per hour

Work Location: In person