Executive Assistant

EXECUTIVE ASSISTANT

Choose New Jersey is seeking an experienced professional as our next Executive Assistant to the CEO. The Executive Assistant will report to the Chief of Staff and will lead all aspects of administrative support required for the CEO and the Choose New Jersey team. The successful candidate will perform advanced, diversified, and sensitive administrative and operational duties. This will require comprehensive experience, knowledge, and skills, including the ability to communicate with C-Suite level executives both internal to the organization and external stakeholders that include the Board of Directors and the Governor’s Office.

Responsibilities:

• Manage the CEO’s calendar by scheduling and confirming appointments, conferences, meetings, and travel arrangements as necessary. Use judgment and discretion to establish appointment priorities and in rescheduling appointments.
• Prepare and edit outgoing correspondence regarding matters of significance, including email messages, physical mail, and memos. Review correspondence and requests for information directed to the CEO, distribute correspondence appropriately and track and follow-up on correspondence when necessary.
• Serve as a liaison between the leadership team, staff, and various internal and external customers by responding to calls and arranging meetings, videoconferences, and site visits.
• Operate as the primary professional staff support to senior executives by researching, prioritizing, and following-up on multiple issues and concerns addressed to the assigned staff member.
• Facilitate and coordinate logistics for department meetings, strategic meetings, offsites and workshops, such as conference rooms and/or locations, attendees, and times for meetings.
• Coordinate and book travel itineraries for CEO and staff; complete expense reports within guidelines.
• Serve as point of contact for external use of Choose New Jersey conference rooms.
• Perform other administrative duties to support the Choose New Jersey office including but not limited to office supply management and event hosting.

Skills/Qualifications:

• Bachelor’s degree in Business Management or related field preferred.
• Minimum 5 years of experience in C-suite executive support; prior government experience is a plus.
• Strong knowledge of Microsoft Suite and advanced calendar management abilities in Outlook.
• Strong organizational skills with laser-focused attention to detail and the ability to manage multiple tasks with competing priorities in a quick and efficient manner.
• Excellent communication skills inclusive of writing and proofreading, with the ability to interact professionally with supporters and staff.  Strong telephone and personal communication skills to represent company well to all external stakeholders.
• Demonstrated ability to anticipate needs, seek out relevant information, and provide appropriate and timely responses.
• History of building effective, collaborative working relationships that are dependent upon mutual trust and confidence, integrity, discretion and confidentiality, sound judgment, and diplomacy.
• Demonstrated initiative, resourcefulness, and willingness to develop new skills and knowledge.
• Proven experience handling sensitive, confidential information.

Additional Information:

• Authorization to work in the U.S. is a precondition of employment.
• Vaccination against COVID-19 (inclusive of a booster), or having a documented medical exemption is a pre-requisite for employment.
• This position will require some work during non-office hours.  An ability to have a flexible schedule is important.
• A minimum of three references will be required.

Compensation:

Choose New Jersey will offer the successful candidate a competitive salary aligned to their education, years of experience, and skill set.  Other factors such as location are also considered when determining the salary offered. Total compensation & offer package will also include the benefits below.

Benefits:

• Hybrid work schedule
• 4 weeks paid time off + 10 sick days
• 14 holidays observed + your birthday
• 401(k) plan with company match
• Paid bridge/family leave
• Comprehensive health insurance coverage
• Vision, dental, and life insurance plans at no cost

About Choose New Jersey:

Choose New Jersey is a privately funded 501(c)(3) nonprofit economic development organization. Our mission is to stimulate job creation and attract capital investment to New Jersey. We market New Jersey both domestically and internationally as an ideal state to grow a business in the United States. Our knowledgeable, experienced staff, supported by a network of State agencies and private partners, provide free, confidential assistance to guide companies in establishing operations here. We strive to grow New Jersey’s economy by harnessing the power of business, labor, academia, and government.

Choose New Jersey is an Equal Opportunity Employer. All applicants are considered for employment without regard to race, sex, color, national origin, religion, sexual orientation, gender identity or expression, age, veteran status, political affiliation, genetics, or against otherwise qualified individuals with disabilities. It is Choose New Jersey’s intent that its employment and personnel policies and practices conform to all applicable federal, state, and local laws and regulations regarding non-discrimination and affirmative action.

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