Job Description

The Bergen County office of a national healthcare marketing technology service is looking for an Executive Assistant to support their CEO. This person will serve as the primary point of contact between the CEO and internal/external stakeholders, managing sensitive and confidential matters with discretion. This is a hybrid position (in the office 3 days/week) and they want someone with 10 years of experience supporting a "C" level executive. The responsibilities include:

Executive Support

• Provide detailed-level administrative support including managing the CEO's calendar, scheduling meetings, and organizing travel and meeting arrangements.
• Handle complex and rapidly changing schedules, balancing priorities, and ensuring the CEO is prepared for all engagements.
• Screen, prioritize, and respond to emails and requests for the CEO's time, as well as routine follow up issues.
• Sit in biweekly meetings, helping prepare agenda; take minutes; and follow up with key executives post meetings for maintaining deliverables and project management timelines.
• Act as a gatekeeper, ensuring the CEO's time is spent on the highest-value activities.

Project Management & Coordination

• Manage special projects and initiatives as directed by the CEO, ensuring they are executed effectively and on time.
• Track progress on key business initiatives and ensure that critical deliverables are completed by appropriate stakeholders.
• Conduct research and prepare background information for meetings, presentations, or strategic discussions as needed.

Meeting & Event Planning

• Coordinate and schedule leadership team meetings, board meetings, and investor engagements, ensuring all logistics are handled seamlessly.
• Take detailed meeting notes, ensuring key takeaways, action items, and deadlines are captured and followed up on.

Operations & Office Management Support

• Oversee aspects of office management as needed, ensuring a productive and efficient work environment.
• Support the CEO in managing vendor relationships, external partnerships, and high-priority communications.

Qualifications:

• 10+ years of experience as an Executive Assistant supporting C-suite executives, preferably in a high-growth environment.
• Bachelor’s degree in business, communications, or a related field
• Passionate about working in a fast-moving and dynamic environment.
• Demonstrated ability to handle sensitive information with the utmost discretion and confidentiality.
• Strong organizational, project management, and proactive problem-solving skills with impeccable attention to detail.
• Ability to anticipate the needs of the CEO and proactively address challenges before they arise.
• Ability to work with a flexible schedule and adjust to varying time zones, ensuring alignment with the CEO's needs and availability.
• Excellent written and verbal communication skills, with the ability to interface with senior executives and external stakeholders.
• Proficiency with office software (e.g., Microsoft Office, Google Suite, Zoom).
• Proven experience in managing complex travel, calendars, and high-priority tasks with efficiency and professionalism.

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