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Executive Administrative Assistant

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  Executive Administrative Assistant
Employer: Upgrade Membership Job Posted: 10/7/2019
Location: Northeast Region Job Status: Full Time
Experience Level: TBD  

Job Description:

We are seeking an experienced Administrative Assistant to work onsite at our Offices at Bell Works in Holmdel, NJ to support our Executive Team. The position provides administrative support to our upper-level executives and the individual we are seeking can thrive in a fast-paced environment and has a strong ability to prioritize and multitask. Must be highly organized, timely, possess a strong work ethic, and attention to detail is a must.

This role partners closely with the Workplace Services team to ensure appropriate Administrative coverage as needed.


Schedules and coordinate meetings, appointments and travel arrangements/itineraries for assigned management personnel (C-Level, Vice Presidents, and/or Directors) as well as processing individual company expense reports.
Research, prioritize, and follow up on incoming issues and concerns addressed to business leader, including those of a sensitive or confidential nature. Handle such information with professionalism and discretion.
Engage in problem solving and initiate proactive / preventative measures as needed.
Gather and abstract materials for such events as meetings, conferences and presentations
Prepare and/or modify correspondence, e-mails, reports, schedules, agendas and handles special administrative projects
Answer, screen and transfer inbound phone calls including customer escalations, to department members based on established criteria and ensure adequate phone coverage at all times
Partner with cross functional departments to provide support as needed (i.e. interview scheduling)
Provide back up support to Reception desk. Greet and direct all visitors, including vendors, clients, job candidates and customers; ensure completion of paperwork, sign-in and security procedures
Contribute to team effort by collaborating with other team members and resources within Workplace Services to work on company-wide projects, plan events and back up peers as needed
Communicate with employees at all levels of the organization to gather or convey information
General administrative duties including photocopying, faxing, scanning and mailing and maintaining electronic and hard copy filing system
Ensures process and plan documents are complete, current, communicated and stored appropriately
Participate in other activities/projects at the discretion of management programs.


Minimum 3 years in an Administrative position supporting a Director level or above in a Corporate environment
Must be able to maintain a high level of confidentiality. Use sound judgment and discretion when handling sensitive matters and ensure discreet handling of all business information
Strong time-management, initiative, and sense of responsibility with an ability to demonstrate a high level of commitment to client service
Must be able to manage confidential information effectively
Strong proficiency in Microsoft Office 365: Outlook, Word, Excel and PowerPoint
Highly organized and detail oriented
Demonstrated ability to multitask and prioritize in a constantly changing and fast paced environment
Excellent verbal, written, and interpersonal communication skills
Outstanding follow-up, organization and planning skills
Ability to work independently, often without detailed instructions
Strong business ethics and ability to maintain a high level of confidentiality
Ability to work in a team atmosphere
Previous experience working for a software or technology company a plus
Strong results orientation
High School diploma or GED required; BA/BS preferred



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