Northeast Region

Executive Assistant

Position Summary: 

The Executive Assistant provides direct administrative and project support to a highly successful and growing organization. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to work on a wide range of tasks and initiatives. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. This will be a highly impactful position and the candidate must also understand and create a variety of business reports utilizing several different software applications to help drive results. 

Responsibilities:

  • Comply with (and actively promote) all Safety policies and procedures including reporting all accidents, incidents and near-misses to ensure adherence to our Number One Core Value – Safety first, in everything we do.
  • Coordinate multiple projects with competing priorities to accelerate growth of the organization
  • Prepare memos, reports, spreadsheets and presentations, which may require the gathering of data from various internal and/or external sources
  • Review and prioritize incoming communication (mail, email, requests, etc.)
  • Contacts company personnel at all levels to gather information and prepare reports as required
  • Create and maintain databases to store business information as necessary
  • Conduct external research as required
  • Collaborate with multiple department heads, on strategic goals and objectives
  • Handle sensitive and confidential information with tact, diplomacy, discretion and judgment
  • Complete specific assignments that may require attendance at and documentation of meetings
  • Demonstrate excellent verbal, written, and interpersonal skills
  • Performs diverse administrative support for executives, requiring knowledge of organizational policies, practices, and procedures and involving high-level contact
  • Complete specific assignments that may require attendance at and documentation of meetings
  • Use writing skills to compose detailed correspondence
  • Provide support for Company Website, Intranet and Newsletter as needed
  • Contacts company personnel at all levels to gather information and prepare reports as required and recommends updates to department documents as needed
  • Assist in the review and processing of invoices
  • Proofreads content for accuracy and established formatting
  • Perform additional assignments as required by the needs of the corporation, or as otherwise directed

Specific Administrative support for Executive:

  • Maintain Executive’s calendar by recording and monitoring all deadlines, filing requirements, gathering activities, anticipating changes in status, organizing conferences, and meetings
  • Process mail, prepare FedEx Shipments, and take phone messages
  • Greeting guests and providing snacks/lunches when needed
  • Update outlook contacts
  • Copying, scanning, and distributing documents as needed
  • Make travel arrangements as needed
  • Provide personal support in the form of maintaining a family calendar, and other miscellaneous personal support needs

Qualifications:

  • College degree preferred and Minimum of 5 years of similar professional experience with senior-level management support
  • Must be proficient with Microsoft Office software (Word, Excel, Outlook, Access, PowerPoint, Publisher, and other graphic programs)
  • Advanced knowledge working with Excel spreadsheets required

Necessary Attributes:

  • Dedicated and hard working
  • Strong organizational and time management skills
  • Professional and pleasant demeanor
  • Attention to detail and follow-through a must
  • Ability to understand and handle sensitive and confidential matters
  • Ability to work independently on multiple tasks
  • Strong commitment to success of all
  • Possess a strong work ethic
  • Demonstrate the utmost professionalism in how you represent yourself
  • Show quality in everything you do
  • Lead with integrity while producing high quality work 

The Middlesex Corporation is an “Equal Opportunity Employer—Minorities, Females, Veterans and Disabled Persons”


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