Archived listing. The details below describe a past opening.
We are looking for an experienced Executive Assistant to provide high-level support in a fast-moving, in-office Contract position based in Jersey City, New Jersey. This assignment will focus on keeping an executive’s schedule, travel, and meeting preparation running smoothly while handling sensitive business and personal matters with sound judgment and discretion. The ideal candidate brings a proactive approach, strong relevant experience, and can adapt quickly as priorities shift throughout the day.
Responsibilities:
- Direct and maintain a complex executive calendar, balancing competing priorities and adjusting appointments quickly as business needs change.
- Organize domestic and international travel arrangements, including flights, lodging, ground transportation, and detailed itineraries.
- Track active travel plans in real time and respond to delays or changes with backup options to minimize disruption.
- Prepare briefing materials, meeting documents, and supporting information in advance so the executive is fully equipped for each engagement.
- Handle scheduling requests, routine correspondence, and time-sensitive personal coordination tasks with a high level of confidentiality.
- Partner closely with internal team members, including office and operational support staff, to ensure seamless day-to-day coordination.
- Confirm appointments, reservations, and logistics proactively to reduce last-minute issues and maintain a dependable workflow.
- 5+ years of experience in an Executive Assistant role, with significant time spent supporting a founder, senior executive, or C-suite leader.
- Demonstrated success managing heavy travel schedules and rapidly changing calendars in a high-demand environment.
- Strong background in coordinating meetings, travel planning, and calendar management with exceptional attention to detail.
- Ability to manage business, personal, and health-related appointments with complete discretion and professionalism.
- Comfortable working on site for the duration of the Contract assignment.
- Experience in fast-paced, high-growth, or founder-led organizations is strongly preferred.
- Proven ability to stay composed under pressure while maintaining accuracy and responsiveness.