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Executive Administrative Assistant

Apple & Associates Bridgewater Township Full-Time
$65,000.00 - $85,000.00 / year
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Our client is the North American headquarters of an established, growing Medical Device manufacturer. We are seeking an Executive Assistant to support the Senior Vice President. This is a key role and is ideal for someone who is well organized, self-directed, flexible, team-oriented and who enjoys supporting an office of diverse people and assignments.
Responsibilities of the Executive Assistant include:

Job Summary and Requirements

Candidate must possess excellent interpersonal, verbal and written communication skills, strong decision-making ability and superior attention to detail with an ability to multitask, anticipate needs, prioritize and work independently to perform advanced and confidential administrative duties
Candidate will manage multiple schedules, meetings and travel itineraries, process expense reports and coordinate details of event planning and logistics, such as, A/V conferencing set-up, conference rooms, presentation and materials preparation including filing, documenting and preparing reports, organizational charts, and letters 
Candidate will greet vendors and clients, and interact with a high degree of professionalism and business presence 
Candidate must be flexible, proactive, resourceful and efficient in a fast-paced environment and exhibit an energetic "can-do" approach to job duties

Office Responsibilities

  • Responsible for managing two office locations
  • Point person for office maintenance, supplies, equipment and bills
  • Organize and schedule meetings and appointments
  • Partner with HR to maintain office policies, as necessary
  • Coordinate with IT department on all office equipment and requests
  • Manage relationships with vendors, service providers and building management
  • Maintain monthly budget spreadsheets
  • Assist in the onboarding process for new hires, including phones, email setup, laptop, etc.
  • Manage software platforms for travel and office security sites
  • Manage employee cell phone plans - monitor monthly bills, upgrades and uphold policies


Executive Support Responsibilities

  • Act as the point of contact between executive and employees/clients
  • Manage executives’ schedules, calendars, appointments and expense reports
  • Responsible for creating PowerPoint slides and Word documents

ob Qualifications

  • 7+ year's Administrative Support experience required
  • Bachelor’s degree preferred or commensurate experience
  • Proficient in MS Office Suite and Lotus Notes
  • Knowledge of office management responsibilities, systems and procedures
  • Strong initiative, communication and interpersonal skills
  • Exercise discretion, and excellent judgement when handling confidential material and information
  • Ability to travel approximately 10% of the time


Skills, Abilities and Competencies Required

  • Excellent written and verbal communication skills
  • Able to work with a high level of accuracy in a fast-paced, ever-changing environment with strong attention to detail
  • Outstanding interpersonal skills and demonstrate tact and a professional demeanor in dealing with all levels of personnel
  • Possess the strong ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems
  • Demonstrate ability to monitor own work to ensure quality, accuracy, and thoroughness
  • Able to self-motivate and work both independently and as part of a team
  • Highly organized and committed with consistent follow through ability

Skills required

Organize Appointments
Telephone Consultations
Setting Up Files
Field Administration
Operation Departments
Time Management


Salary Details

Based on Job Title, Location and Skills
Below Avg. Average Above Avg.

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Executive Administrative Assistant
$65,000.00 - $85,000.00 / year
Estimated Salary: $64K
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Apple & Associates is an executive search firm that specializes in the Pharmaceutical, Medical Device, Biotech, Consumer Products, Manufacturing, Banking, Plastics and Rubber Industries. We provide extensive coverage of these worldwide markets and have forged a solid reputation in the industry as a competent, aggressive, and resource-rich recruiting firm. Apple & Associates is a nation-wide employment search company. We belong to Top Echelon Network, Inc. and Intercity Personnel Associates (IPA), large recruiting networks with several hundred search firms' each from around the country. Through these networks, we can share confidentially coded information about a job and receive qualified candidates within a short period of time. The advantage for you is that with one phone call you not only have rapid access to our candidates, but also to several hundred recruiting firm’s industry specific resources and candidates. Because our executive recruiters specialize in different industry segments, we can give you the service you deserve in a fast, focused, and efficient manner. We realize the importance of hiring professionals who understand and are able to assimilate with your company’s business model, culture, process, equipment, and materials. Our team has studied the hiring decisions that make the firms in the Pharmaceutical and Medical Device industries so successful. Our candidates will meet the standard your company is striving for, with the technical and industry background to match.

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