Admin, Executive

Job#: 1374656

Job Description:

6 month extendable contract with potential to convert

Hybrid schedule- days onsite at Parsippany office

Complete Description :Calendar Management: Efficiently manage and coordinate the executive teams schedules, including setting up meetings, conference calls, and appointments.
* Document Preparation: Create, edit, and format documents, presentations, and reports using Microsoft Office Suite, with a strong emphasis on PowerPoint.
* Travel Coordination: Arrange and coordinate domestic and international travel itineraries, including flights, accommodation, and ground transportation.
* Office Management: Oversee office supplies, equipment, and facilities, ensuring a well-organized and functional workspace.
* Event Planning: Assist in planning and organizing company events, meetings, and conferences, including logistics, catering, and materials.
* Meeting Support: Prepare meeting agendas, take accurate meeting minutes, and follow up on action items as necessary.
* Communication: Maintain effective communication with the executive team and external stakeholders, handling phone calls and emails professionally and promptly.
* Proactive Support: Anticipate the executive teams needs, proactively identifying opportunities to streamline processes and enhance efficiency.
* Expense Management: Track and manage expenses, including reimbursement submissions and credit card reconciliation.
* Confidentiality: Handle sensitive information with the utmost discretion and maintain strict confidentiality.
Qualifications:
* Bachelors degree or equivalent work experience preferred.
* Proven experience as an executive assistant or in a similar role.
* Proficiency in Microsoft Office Suite (PowerPoint, Excel, Word).
* Strong organizational and time-management skills.
* Exceptional attention to detail and accuracy.
* Excellent written and verbal communication skills.
* Ability to work independently and take initiative.
* Tech-savvy with the ability to adapt to new software and tools quickly.
* Strong problem-solving skills and the ability to handle multiple tasks simultaneously.
* Previous experience in event planning and office management is a plus.
Conflict Management and Competing Priorities:
* Demonstrated ability to navigate the organization diplomatically and handle conflicts and disagreements maturely and constructively, promoting a positive and collaborative work environment.
* Proven track record of effectively managing competing priorities and deadlines, ensuring that critical tasks are addressed with high efficiency and professionalism.
* Maintaining composure and making rational decisions under pressure, particularly in conflicting demands and tight schedules.
* Adept at balancing the needs and expectations of multiple stakeholders while ensuring the successful completion of tasks and projects.

EEO Employer

Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at or .

Apex Systems is a world-class IT services company that serves thousands of clients across the globe. When you join Apex, you become part of a team that values innovation, collaboration, and continuous learning. We offer quality career resources, training, certifications, development opportunities, and a comprehensive benefits package. Our commitment to excellence is reflected in many awards, including ClearlyRated's Best of Staffing® in Talent Satisfaction in the United States and Great Place to Work® in the United Kingdom and Mexico.