Executive Assistant

Position Overview

We are seeking an experienced, organized and highly focused Executive Assistant to provide administrative support for the Executive Leadership Team (ELT) and specifically, the CEO.  The successful candidate must have the professionalism and business savvy to handle extremely confidential information and the wisdom to assist in the management of that information.  You will have leadership experience and be comfortable influencing across a diverse set of stakeholders.  The Executive Assistant will have the ability to exercise good judgement in a variety of situations, with strong written and verbal communication, administrative and organizational skills.  One must have the ability to prioritize tasks, use possibility thinking to resolve complex issues in creative and effective ways, and multi-task.  Having a sense of humor and exhibiting grace under pressure is a must.  With an open mind, a willingness to learn and an understanding about our vision and values, command discipline to deliverables. We work in a very dynamic, changing and often ambiguous environment, remaining calm under pressure, being highly adaptable to change and having the ability to drive results is essential. Finally, the successful candidate should have a strong focus on quality and collaboration, with a servant heart and the ability to create value across the company.

Job Responsibilities

• Completes a broad variety of administrative tasks for the CEO and other executive leadership team members.
• Requires experience in working with senior level executives, as well as experience with customers, vendors, visitors, and board members.
• Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities; following up appropriately. Acts as a barometer, having a sense for the issues taking place in the environment and keeps the CEO and stakeholders updated.
• Maintains an organized calendar under extremely complex and fluid schedule of travel and appointments.
• Arranges complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates, and ensures the CEO’s schedule is followed and respected.
• Handles situations including those a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust, and support with management staff.
• Composes and prepares presentations and correspondence that is sometimes confidential.
• Prepares board materials, logistics, and schedules as well as manages other Array highly visible events.
• Provides leadership to build relationships crucial to the success of the company and manages a variety of special projects for the CEO, some of which may have organizational impact.
• Successfully researches and completes critical aspects of deliverables with a hands-on approach.
• Prioritizes conflicting needs; handles matters expeditiously, proactively and follows-through on projects to successful completion, often with deadline pressures.
• Maintains a sense of humor and remains calm under pressure.
• Manages other office duties such as mail, office supplies, and conference room logistics, and in-office hosted events.

Job Requirements

• Bachelor’s degree preferred or combination of proven work experience
• Strong work tenure; 5 years of experience as an administrative or executive assistant
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat and a variety of applications and databases
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Expert level written and verbal communication skills
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Highly resourceful team-player, with the ability to be extremely effective independently
• Ability to establish and maintain effective working relationships with executives, employees, clients and public
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Highly resourceful team-player, with the ability to be extremely effective independently
• Proven ability to handle confidential matters with the utmost discretion and discernment
• Adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Excellent understanding of the organization’s goals and objectives
• Ability to communicate effectively with all levels of staff
• Highly self-motivated and directed, with keen attention to detail
• Proven analytical and creative problem-solving abilities
• Able to prioritize and execute tasks in a high-pressure environment
• Strong customer service orientation
• Ability to work in a team-oriented, collaborative environment
• Knowledge and ability to work on large-scale complex projects that include multiple strategic goals and multiple tactical tasks
• Knowledge and ability of needs, goals, deliverables, and interdependencies of other functional departments
• Able to keep a positive attitude and problem-solving stance in difficult circumstances

Logistics

• Reports to CEO
• Position based in Mount Laurel, NJ corporate headquarters; in-office Monday – Friday required with potential WFH one day per week
• Full-time employment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk, and talk or hear. The employee frequently is required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and climb or balance. The employee is occasionally required to sit and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

EOE M/V/F/D