Executive Assistant - International Process Plants

Executive Assistant to the President and EVP

Location: 410 Princeton Hightstown Road Princeton Junction, NJ (On-Site Monday - Friday)

Position Type: Full-time Exempt

About IPP

Since 1978, IPP has been a leader in supplying and acquiring process plants, systems, and equipment to various industries, including pharmaceutical, specialty chemical, fine chemical, industrial chemical, petrochemical, and power generation. IPP specializes in offering sustainable industrial solutions by providing pre-existing and new process equipment with unmatched cost and delivery advantages. Learn more at www.internationalprocessplants.com

Position Overview

We are seeking a highly organized and detail-oriented Executive Assistant to support the President and Executive Vice President (EVP) of our family-owned, international company. This executive-level role requires a strong understanding of general office procedures, exceptional communication skills, and the ability to manage multiple priorities in a fast-paced environment.

As the Executive Assistant, you will handle a wide range of administrative and clerical responsibilities, acting as a key liaison between the executives, internal teams, and external clients. This is a critical role that demands professionalism, discretion, and a proactive approach.

Key Responsibilities:

Administrative Support

• Monitor and manage email inboxes for the President and EVP, prioritizing urgent communications.
• Oversee calendar management, including scheduling meetings, arranging conference calls, and coordinating travel (domestic and international).
• Draft, edit, and format reports, proposal letters, and internal documents, including redlining as needed.
• Prepare and process expense reports using Concur.

Communication & Coordination

• Serve as the primary point of contact for incoming calls and emails, screening and responding on behalf of the executives as directed.
• Coordinate with international offices and clients, managing time zone differences for meetings and communications.
• Organize and execute meetings (on-site and off-site), including logistics and follow-ups.

Office Management & Clerical Tasks

• Perform routine office duties such as data entry, record-keeping, invoicing, and file maintenance.
• Maintain an organized filing system for ongoing projects, staffing, and personal documentation.
• Print and distribute weekly industry news updates and maintain contact databases in Outlook and HubSpot.

Project & Team Support

• Provide administrative assistance to project teams and collaborate with departments as needed.
• Track emails and tasks to ensure timely responses and follow-ups on all action items.
• Assist with onboarding and managing leads in HubSpot, providing status updates to sales teams.

Personal Assistance

• Arrange personal appointments and manage requests for the President and EVP.
• Assist with personal tasks, including mailing checks, tracking payments, and maintaining medical records.

Event & Morale Coordination

• Plan and coordinate in-office celebrations and external events, including holiday parties and team-building activities.
• Organize and send gifts for staff and clients for special occasions, including holidays and milestones.

Qualifications

• Education & Experience: Proven experience in executive-level administrative support, preferably in a global business environment.
• Technical Skills: Proficiency in Microsoft Office Suite (Outlook, Word, Excel), Zoom, Teams; experience with HubSpot and Concur is a plus.
• Communication Skills: Exceptional written and verbal communication skills; shorthand is a plus.
• Organizational Skills: Strong planning, multitasking, and time-management abilities with acute attention to detail.
• Interpersonal Skills: A team player with the ability to work collaboratively and adapt to different personalities and workstyles.
• Confidentiality: High level of discretion and professionalism in handling sensitive information.

Preferred Attributes

• Self-starter with a proactive and problem-solving mindset.
• Ability to thrive in a fast-paced, dynamic work environment.
• Familiarity with international travel arrangements and visa/medical documentation processes.

Join our team to play a pivotal role in supporting our executives and driving organizational efficiency. Your adaptability, initiative, and professionalism will contribute to the success of our global operations.