Administrative Assistant to C-Level Staff

Job Title: Administrative Assistant to C-Level Staff
Location: Burlington, NJ (In-Person)
Reports to: CEO, President and other C-level Executives
Industry: Trailer Dealership, Industrial/Commercial Real Estate, Property Management

Position Overview:

We are seeking a highly organized and detail-oriented Administrative Assistant to provide top-tier administrative support to our C-level executives. The ideal candidate will possess strong administrative skills with a background in paralegal support and accounting knowledge. This role will support our group of companies, including a trailer dealership, industrial/commercial real estate, and property management, ensuring seamless operations and efficient executive workflow.

Key Responsibilities:

• Executive Support:
• • Manage executive calendars, appointments, and meetings.
  • Prepare, review, and edit documents, presentations, and reports.
  • Handle confidential information and communications with discretion.
  • Coordinate travel arrangements and itineraries for executives.
• Paralegal/Legal Support:
• • Assist with basic legal research, document preparation, and contract management.
  • Support in drafting, reviewing, and organizing legal documents such as leases, contracts, and other agreements.
  • Maintain legal files and ensure compliance with regulations for various business activities.
• Accounting/Finance Support:
• • Support accounting department with basic bookkeeping tasks including invoice tracking, expense reports, and data entry.
  • Assist in reconciling accounts, managing budgets, and preparing financial reports as needed.
  • Collaborate with finance teams to ensure timely processing of financial documents.
• Office Management:
• • Serve as the point of contact for internal and external communications.
  • Maintain office supplies, equipment, and liaise with vendors and service providers.
  • Organize company events, meetings, and special projects as assigned.
• Project Management:
• • Coordinate cross-functional initiatives within the dealership, real estate, and property management divisions.
  • Track project progress, prepare status reports, and ensure timely follow-ups with relevant teams.

Qualifications:

• Education:
• • Bachelor's degree preferred or equivalent experience.
  • Paralegal certification or relevant legal coursework is a plus.
• Experience:
• • Minimum of 3-5 years of experience as an administrative assistant, preferably in a fast-paced environment supporting senior management.
  • Experience with paralegal work, specifically contract management and compliance.
  • Familiarity with accounting principles, invoicing, and bookkeeping.
• Skills:
• • Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Excellent written and verbal communication skills.
  • High attention to detail with the ability to manage multiple tasks and priorities.
  • Strong organizational skills with a proactive, problem-solving mindset.
• Other:
• • Ability to maintain a high level of confidentiality.
  • Knowledge of the commercial real estate industry and/or trailer dealership operations is a plus.
  • Familiarity with accounting software (e.g., QuickBooks) and legal software is advantageous.

Benefits:

• Competitive salary commensurate with experience.
• Comprehensive health, dental, and vision benefits.
• 401(k) with company match.
• Paid time off and holidays.