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Executive Assistant – Office of President/CEO

Work Location: Onsite – Linden, New Jersey

Required Experience:

+ **5+ years’ experience as an Executive Assistant in a same/similar industry in a fast-paced environment**

FreshRealm is seeking a bright, energetic, highly organized, and self-motivated **Executive Assistant** to support our executive leadership team. This role will support our ELT members in the execution of a broad range of initiatives and projects. This role is instrumental in taking the lead on meeting management tasks for all executive, board, and ELT meetings.

In this position, the successful candidate will interface with all levels of employees and management, including our Executive Leadership Team, Board of Directors and senior management on a continuous basis. This role requires exceptional communication skills, meticulous attention to detail, and an understanding of discretion will be important skills as this individual will play an integral role in ensuring a high level of success for our executive team and our organization as a whole.

Our Executive Assistant is responsible for creating presentations, composing leadership correspondence, maintaining leadership calendars, plan internal and external events, and overseeing full cycle meeting requirements from scheduling, agendas to preparing meeting notes.

OBJECTIVES

+ Organize and coordinate special projects, initiatives, and events (meetings, conferences, board meetings, etc.) assigned. This includes but is not limited to coordinating and confirming meeting dates/times/locations, participant lists, and associated travel, required set-up and catering (as needed), development and circulation of agendas, preparation of necessary materials, and timely follow-up (as required).

+ Support any needed Board materials and other presentations for your executives, including assembly and distribution, with professionalism and accuracy.

+ Manage all incoming correspondence, address all requests directed to these leaders promptly, and maintain and revise, as needed, the communication channels within the executive and leadership teams.

+ Preparation, reconciliation, and processing of expense reports, invoices, and requisition requests, as applicable.

+ Manage department budgets, including compiling necessary project data, monitoring expenditures and disbursements, and recommending and instituting budget revisions when necessary.

+ Manage travel arrangements (both domestic and international), including booking flights, hotels, and car services in line with company policy, compliance, and reporting for significant meetings

+ Planning, overseeing, and executing departmental events, such as team outings, events, or activities.

QUALIFICATIONS

Skills and Requirements

+ Experience supporting an executive at a company of 2,000 employees or greater and communicating at an executive level.

+ Highly efficient and organized way of working, the ability to multitask and prioritize, and the ability to hold oneself and others accountable.

+ Natural curiosity, a think-outside-the-box mindset, and not afraid to ask questions and learn.

+ Strong work ethic, personal integrity, and the ability to handle sensitive information discreetly.

+ Strong problem-solving skills and resourcefulness when resolving issues.

+ Proactive and action-oriented, focused on getting the work done, and ability to balance serving more than one executive

+ Ability to adapt and be flexible in an ever-evolving environment

+ Service-oriented

+ A desire to win and see our company flourish and grow

+ Must be available outside of typical work hours

+ Proficiency with Microsoft Office (Word, Excel, and PowerPoint) is required

+ Help prepare presentations and draft various forms of correspondence requested by members of the Executive Team

+ Act as liaison between departments to facilitate communication at the executive level.

+ Maintain customer confidence and protect operations by keeping information confidential.

+ Collaborate with the executives and other departments to ensure objectives are achieved on time.

Experience / Education

+ Bachelor’s degree or equivalent years of skills and experience

+ 5+ years’ experience as an Executive Assistant in a fast-paced environment

KEY COMPETENCIES

+ **Learning Agility** - the willingness and ability to learn from experience and subsequently apply that learning to perform successfully under new or first-time conditions.

+ **Drive for Results** - Can be counted on to deliver on what is required to advance the company; takes ownership of work from start to 100% finished, brings others along with focused intensity

+ **Functional Skills** - possesses top level relevant, usable, experience and knowledge with the ability to establish themself as the best performer in the industry, at their role and level

+ **Courage** - Prioritizes actions and decisions that move the company forward without hesitation around moments of uncomfortableness; laser focused on the tasks at hand that makes any conflict that could get in the way of that an afterthought

+ **Thoughtful** - In-charge of the room, establishes clear directions in all forms of communication through empathic, mindful, inclusive and motivating practices to ensure service to others

+ **Business Athlete** - Understands and can execute on and expand FreshRealm's competitive edge strategies, knowledgeable about current and future industry dynamics, knows the competition, winner

We are an Equal Opportunity Employer.

Job Details

Job Family** **Executive Administrative Support

Job Function** **Individual Contributor

Pay Type** **Salary