Executive Assistant
Executive Assistant
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Job Description
IAT has an immediate opening for an Executive Assistant to support multiple executives within our Newark New Jersey office. This role will perform a wide variety of high-level tasks for members of the executive level management team frequently in a confidential fashion. Furthermore this role will provide organizational coordination to ensure the department runs smoothly and communication lines remain open.
This role works a hybrid schedule from an IAT Office in Newark New Jersey. The hybrid schedule reflects our values (thinking and acting like an owner collaboration and teamwork) as it requires working from the office with colleagues and other disciplines Monday through Wednesday with the option of working Thursday and Friday remotely.
- Performs executive level administrative support including typing incoming and outgoing mail handling answering telephone calls and correspondence filing copying and other related duties in high confidence.
- Manages executive calendar including video conference room bookings conference calls coordinating/confirming the prioritization of all meetings. Makes travel arrangements as needed. Fulfills catering needs when requested. Moderates use of video conference system and calendar for all meetings.
- Administers the Corporate travel account advises of updated travel policy and procedures coordinates travel create/updates traveler profiles. Reports and reconciles corporate monthly travel card & billing statement. Negotiates discount rates with hotels car rentals and maintains vendor relationships.
- Prepares expense reports for executive team. Performs weekly review of all expense reports to ensure properly completed. Advises when not correct; returns and educates employees on errors and remedy procedures. Works with travelers on questions and answers and troubleshoots problems within the online booking system. Works with support to remedy issues.
- Supports the scheduling of facility office equipment and furniture repair/maintenance with appropriate services.
- Prepares correspondence independently whenever possible by composing and sending replies or preparing drafts.
- Acts as a liaison with the team and sustains a professional environment for internal and external department visitors.
- Produces updates and/or maintains department reports and files.
- Performs other duties as assigned.
- Associates degree in business or a related field with five years of administrative support experience or equivalent experience.
- Equivalent experience is defined as seven years of experience supporting executives in a professional setting.
- Expert level of knowledge of Microsoft Office specifically PowerPoint Word and Excel.
- Strong organizational verbal written and editing skills.
- Strong critical thinking and problem-solving skills.
- Strong attention to detail and customer service skills.
- Strong organizational and time management skills.
- Ability to set priorities and multitask in a fast-paced environment while being able to establish and maintain effective working relationships with co-workers and external contacts.
- To qualify applicants must be authorized to work in the United States and must not require VISA sponsorship now or in the future for employment purposes.
- Experience supporting executives or equivalent experience.
At IAT were committed to driving and building an open and supportive culture for all. Our employees propel IAT forward driving innovation stable partnerships and growth. Thats why we continue to build an engaging workplace culture to attract and retain the best talent.
- 26 PTO Days (Entry Level) 12 Company Holidays 38 Paid Days Off
- 7% 401(k) Company Match and additional Profit Sharing
- Hybrid work environment
- Numerous training and development opportunities to assist you in furthering your career
- Healthcare and Wellness Programs
- Opportunity to earn performance-based bonuses
- College Loan Assistance Support Plan
- Educational Assistance Program
- Mentorship Program
- Dress for Your Day Policy
All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin disability or status as a protected veteran. We maintain a drug-free workplace and participate in E-Verify.
Employment Type
Full-Time
