Administrative Assistant - Executive

Job description

Job Title: Executive Assistant to the CFO Location: Secaucus, NJ Reports To: Chief Financial Officer (CFO) Employment Type: Full-Time, in office 9 am- 6 pm (Can be flexible on timings) Position Overview: We are seeking a highly organized and detail-oriented Executive Assistant to support our CFO in managing both personal and professional tasks. This role requires a proactive individual with excellent time management skills, the ability to handle confidential information, and strong communication abilities. The ideal candidate will have a solid understanding of contracts and legal terminology, preferably with a background in law or as a paralegal, to assist with contract reviews. Additionally, this person will be expected to support the HR department in various administrative capacities. Key Responsibilities: • CFO Schedule Management: ◦ Proactively manage and organize the CFO's calendar, scheduling meetings, appointments. ◦ Ensure the CFO’s day is efficiently planned, providing timely reminders and preparing necessary materials for meetings. • Personal Assistance: ◦ Assist the CFO with personal tasks and errands as needed to ensure their time is optimized for business needs. • Contract Review & Commentary: ◦ Assist in reviewing and commenting on contracts, offering insights into key clauses and terms. ◦ Collaborate with legal teams to ensure contract compliance and mitigate risks. ◦ If applicable, work with external legal teams to clarify contract language or negotiate terms on behalf of the CFO. • HR Support: ◦ Provide administrative support to the HR department, including scheduling interviews, assisting with onboarding, and maintaining employee records. ◦ Help with HR-related communications and documentation. • General Administrative Support: ◦ Handle correspondence on behalf of the CFO, including emails, phone calls, and other communication channels. ◦ Prepare reports, presentations, and other documents as required by the CFO. ◦ Assist with projects and ad-hoc tasks that require attention to detail and organizational skills. ◦ Meeting preparation—creating meeting agendas, taking meeting notes, following up on action items, creating decks for meetings and anything else requires. Qualifications: • Education: ◦ Bachelor's degree or equivalent experience. ◦ Paralegal certification or experience in contract law is preferred. • Experience: ◦ 3+ years of experience ◦ Experience in contract review and understanding of legal terms and concepts is highly preferred. ◦ Familiarity with HR processes and administration is a plus. • Skills & Abilities: ◦ Exceptional attention to detail and strong organizational skills. ◦ Strong written and verbal communication skills. ◦ Ability to manage multiple tasks and prioritize effectively. ◦ Proficiency with office software (e.g., Microsoft Office Suite) and scheduling tools (e.g., Outlook, Google Calendar). ◦ Discretion and the ability to handle sensitive information with confidentiality. ◦ Ability to work independently and as part of a team. Additional Requirements: • Must be able to manage competing demands and remain calm under pressure. • Strong problem-solving skills and the ability to take initiative. • Ability to learn quickly and adapt to new challenges.