Executive Assistant - Get Hired Fast

Do you want more than just another job? Are you ready to team up with an organization that values your contributions? Then Hired by Matrix is for you!

Working with some of the US’ premier companies, we excel at connecting candidates with positive cultures and dynamic teams. We even go the extra mile with our signature Consultant Appreciation Program (CAP) to help them in their future job searches.

Hired by Matrix has provided talent solutions to enhance organizations’ team capacities for over three decades. As a full-service search firm, we partner with companies across industries, including Financial Services, Fintech, Consumer Goods and Services, Security and Logistics, Pharmaceutical / Biotech, Technology, Automotive, Engineering, and Healthcare.

At-a-Glance:
Are you ready to build your career by joining an international food and beverage company If so, our client is hiring an Executive Assistant!

What You'll Do:

• Managing the VP’s highly detailed calendar as well as scheduling meetings and conference calls (includes staff meetings and meetings with senior management within the system as well as external stakeholders and consultants) both domestically and internationally.
• Coordinating travel arrangements (domestic and international) which includes the preparation of visa travel documents, as required.
• Coordinating meetings and external events.
• Preparing and handling highly confidential and proprietary information.
• Preparing and reconciling the VP’s T&E reports in Concur and P-card as appropriate.
• Maintaining content, accuracy and visual organization of files (or informational databases).
• Organizing, maintaining and procuring office supplies.
• Managing, updating and appropriately communicating departmental documents.
• Managing departmental projects as assigned.
• Interfacing appropriately with many internal and external clients and senior executives.
• Preparing PowerPoint presentations.
• Answering general phone inquiries in a professional, courteous and helpful manner and appropriately handling vendor calls and emails.
• Serving as a resource person by contacting or responding to inquiries.
• Greeting visitors to the organization in a professional, welcoming and helpful manner.
• Other responsibilities as assigned.

What You’ll Bring:

• Minimum of 5 years of executive administrative experience supporting C-suite and senior level executives.
• Proven track record of managing multiple and competing priorities.
• Must be:
  • Highly organized, pay close attention to details and proactively follow-up.
  • Flex schedule to meet work demands (ex. early mornings, after hours).
  • Proficient in Microsoft Office suite (Outlook, Word, Excel)
• Ability to:
  • Anticipate needs and issues and act accordingly in addition to exhibiting good judgment.
  • Manage workload in a fast-paced and high intensity work environment.
  • Make clear and timely decisions.
• Develop a work schedule, set goals, create/implement actions plan and monitor progress.
• Must have advanced PowerPoint skills and be able to independently create high-quality presentations that include charts, graphs, other visuals, etc.
• High proficiency using Apple products and systems, including Mac computers, iPad, iPhone, mobile applications, and iOS; proficiency in Adobe Acrobat a must.
• Must have strong communication, interpersonal, time management, and problem-solving skills.
• Must display professional maturity and ability to support and interact with all levels of management.
• Proficiency with business technology (e.g. web conferencing, SAP, portals, etc.
• Proficiency in the use of office equipment such as computers, voice messaging and digital multi-functional devices (fax/copier/scanner/printer).
• International experience (meeting coordination, booking travel, visa applications etc.) an asset.

Position Type: Contract

Get in Touch:
We want to hear from you! If you think you’d be a good match, submit your resume and reach out to Sparsh at 201-301-3216 to learn more.

Who We Are:
Since 1986, Hired by Matrix, Inc. has improved our candidates' lives with exciting job opportunities that provide outstanding career advancement. Hired by Matrix offers our contract professionals competitive salaries, benefits after 60 days, and a 401k option with a company match after one year. Hired by Matrix is an Equal Opportunity Employer and proud to be certified as both a Woman-Owned Business Enterprise and a Woman-Owned Small Business.

Connect with us on LinkedIn today and learn more about how HbM can change your career: https://www.linkedin.com/company/hired-by-matrix-inc/

Check out our Career Center: https://www.hiredbymatrix.com/find-work/open-positions