Executive Assistant - J & J Staffing Resources

No third parties, C2C or sponsorships available for this role

Our client, a prestigious Princeton, NJ laboratory has an urgent need for a highly experienced Executive Assistant. The Executive Assistant directly supports the Associate Laboratory Director (ALD) for Applied Materials and Sustainability Sciences (AMSS). This position has primary responsibility for the efficient and effective office operation of science research group, consisting of research staff, postdoctoral fellows, and students.

The ideal candidate will possess exceptional organizational and multitasking abilities, a proactive mindset, obsessive attention to detail, and the essential skills and competencies to function as a trusted thought partner to the ALD. This role requires a dynamic professional who can set priorities, facilitate sound and efficient decision-making, function as a gatekeeper of the ALD’s time and access, with the goal of maximizing their productivity, thrive in a fast-paced environment, manage complex tasks with precision, and maintain high standards of performance. This is Direct Hire, fully onsite role.

Core Responsibilities:

Dynamic and Complex Calendar & Meeting Management

• Proactively manage and optimize the ALD’s calendar, including scheduling and coordinating meetings, appointments, and events.
• Resolve scheduling conflicts effectively and ensure that meetings progress with minimal interruptions.
• Prioritize and adjust meetings and schedules based on strategic needs and evolving priorities.
• Coordinate and facilitate meetings, including preparation of agendas, materials, and logistical arrangements.
• Manage follow-up actions, track progress, and ensure timely completion of meeting objectives.

Email Management

• Respond promptly to complicated or sensitive requests that can necessitate triaging, prioritizing, and appropriate expectations management.
• Decide which inquiries can be handled directly, which should be deferred to the ALD, and which must be addressed by others.
• Handle sensitive information with discretion and maintain confidentiality.

Comprehensive Travel Management

• Oversee all aspects of travel planning, including arranging flights, accommodations, ground transportation, and creating trip checklists.
• Design door-to-door itineraries with all relevant details and notes to ensure that the ALD’s trip is productive.
• Anticipate and address potential travel-related issues and changes, ensuring a smooth and stress-free experience.
• Manage travel budgets, prepare travel expense reports, and handle travel-related documentation.

Timely and Accurate Expense Management

• Track, reconcile, and submit expense reports in a timely manner, adhering to the relevant institution’s policies and procedures.
• Review and verify expenditures to ensure accuracy and compliance.
• Address and resolve any discrepancies or issues related to expenses.

Professional Content Development and Management

• Generate executive-level correspondence, briefing materials, and other documents to final form, applying appropriate grammar, sentence structure, punctuation, spelling and context.
• Prepare, edit, and proofread documents, presentations, reports, and correspondence for internal and external stakeholders.
• Ensure all content is professionally presented, accurate, and aligned with the ALD’s voice and organizational standards.
• Conduct research and gather information to support the development of content and strategic initiatives.
• Organize, manage, and provide support for special events and programming; manage the collection, production, and dissemination of materials for meetings and events; prepare PowerPoint presentations and other materials in electronic or printed format.

General Office Administration

• Serve as the point person for resource allocation, purchasing, and facilities management.
• Assist with onboarding new team members and managing office-related needs.
• Support other staff as needed and ensure the efficient operation of the ALD’s office.

Additional Responsibilities

• Anticipate and resolve issues proactively, providing solutions and recommendations to support the ALD’s needs.
• Act as a liaison between the ALD and internal/external stakeholders, demonstrating professionalism and tact in all interactions.

Qualifications:

Education: Bachelor’s degree required, preferably with an emphasis in business or communications; Master’s degree preferred.

ExperienceMinimum of 5 years of experience as an Executive Assistant or in a high-level administrative role, supporting C-suite executives.

Skills & Attributes

• Exceptional organizational and time management skills with a proven ability to handle multiple competing priorities.
• Tech-savvy and advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Suite (Docs, Sheets, Slides, Gmail, Groups, Calendar), and Concur.
• Excellent interpersonal and communication skills, both written and verbal, with an expert command of the English language.
• Strong problem-solving skills and a proactive approach to managing challenges and conflicts.
• Positive attitude and a willingness to accept constructive criticism to improve performance.
• Professional demeanor with a strong work ethic and high standards of performance.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Apply today on LinkedIn, or register with J&J Staffing Resources directly for immediate consideration at https://www.jjstaff.com/apply-now/