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Company

Original Job Post

New Jersey Economic Development Authority (NJEDA) · 6 days ago

Executive Administrative Assistant

New Jersey, United States

Full-time

Hybrid

Entry Level

$45K/yr - $56K/yr

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Financial ServicesSecurity

Actively Hiring

Hiring Manager

Erica Rodriguez, PHR, AIRS-CIR

Insider Connection @New Jersey Economic Development Authority (NJEDA)

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Responsibilities

Coordinates project/departmental workflow ensuring deadlines are met including tracking, recording process and running reports

Answers and directs phone calls/email as directed

Organizes and schedules appointments

Plans meetings and take detailed minutes, track attendees

Data Entry

Arranges/setup conference/video calls

Writes and distributes email, correspondence memos, letters and forms

Develops power point presentation when requested

Assists in the preparation of regularly scheduled reports

Develops and maintains a filing system (electronic/physical)

Updates and maintains office policies and procedures

Orders office supplies and research new deals and suppliers

Maintains contact lists

Books travel arrangements

Submits and reconciles expense reports

Handles confidential information

Provides general support to visitors

Acts as the point of contact for internal and external clients

Acts as part of the administrative support team, led by the Administrative Support Supervisor, to ensure coverage in the office at all times in all locations, including vacations, sick days, work from home days, etc.

Completes trainings assigned by the Administrative Support Supervisor in a timely manner.

Promotes teamwork and communication to encourage an interactive, cooperative, collaborative, and customer focused work environment among division, EDA staff, and external customers.

Must complete annual and semiannual self-assessment as required.

Performs other duties and special projects, as assigned.

Qualification

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Office managementOffice equipmentComputer skillsMicrosoft Office SuiteScheduling appointmentsUpdating calendarsGrammarSpellingFostering communicationsProblem-solvingTime managementAttention to detailCommunicationOrganizational skillsPrioritizeMaintain confidentialityRespectful behaviorTeamworkAdministrative AssistantSecretaryAdvanced degreeIndustry specific certification

Required

Proven experience as an administrative assistant, or office admin assistant

Knowledge of office management systems and procedures

Working knowledge of office equipment, like printers and other machines

Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook and Excel); scheduling appointments/updating calendars a must

Excellent time management skills and the ability to prioritize work

Attention to detail and problem-solving skills

Excellent written and verbal communication skills

Strong organizational skills with the ability to multi-task

Ability to communicate effectively both verbally and in writing; proficient in grammar, spelling and editing; and foster communications with business professionals and EDA staff

Ability to prioritize workload, must be highly organized, detail-oriented, handle various tasks simultaneously and work independently within limited time constrains with little or no supervision

Must be able to maintain confidentiality and deal effectively and diplomatically with business professionals and EDA staff

Demonstrates respectful behavior and promotes teamwork and communication to encourage an interactive, cooperative, collaborative and customer focused work environment among division, EDA staff and external customers

High School degree