Executive Assistant jobs in Trenton, NJ

Making Trade Happen

Coface is a team of 4,500 people of 78 nationalities across nearly 60 countries, all sharing a corporate culture across the world. Together, we work towards one objective: facilitating trade by helping our 50,000 corporate clients develop their businesses.

With 75 years of experience, Coface is a leader in the credit insurance and risk management market. We have also developed a range of other value-added services, including factoring, debt collection, single risk insurance, bonding, and information services.

As a close-knit, international organization at the core of the global economy, Coface offers an enriching work experience on several levels: relational, professional, and cultural.

Every day, our teams are making trade happen. Join us!

THE ROLE

The Executive Assistant will be responsible for a broad variety of administrative tasks for the President & CEO including managing an active calendar of meetings and appointments, creating expense reports, composing and preparing correspondence, arranging detailed and complex travel plans, itineraries, and agendas while maintaining a high degree of discretion and confidentiality. This person will also ensure that requests for advice or information and other queries coming from Head of functions are carefully tracked and responded to and as necessary, follow up on required actions.

Additional Responsibilities will include:

• Screens phone calls and responds to inquiries and requests as appropriate.
• Deals with incoming mail corresponding on behalf of the office.
• Provides necessary inputs (briefing packs) for ensuring proper Manager’s participation in meetings.
• Manages the electronic and paper filing, including appropriate registration, record keeping and archiving for all important decisions (budget, human resources, other).
• Creates presentations and other communications for both internal and external audiences on behalf of the Manager.
• Completes and details minute taking in meetings defined by Manager with circulation where minutes are required.
• Manages complex office administrative work requiring the use of independent judgement and initiative.
• Be the main point of contact with people from both inside and outside the organization (clients, suppliers, staff, visitors).
• Builds and maintains a good relationship with the Manager’s key internal and external stakeholders.
• Provides administrative support to the HR team as needed and where required.
• Carries out specific duties to back up projects, when required and as needed.
• Responsible for placing supply orders and manages inventory of supplies including copy paper and break room supplies. In addition, anticipates requirements, places orders and confirms receipt of billing).
• Books the temporary accommodations and car service pickups for the expats and for visiting company Executives, as needed.
• Handles all initial inquiries regarding maintenance requests/issues for US offices.
• Contacts vendors as directed by Facilities Manager for all calls relating to repair and maintenance.
• Maintains and updates organizational chart.
• Provides administrative support for the Executive Team as needed and where required.
• Ensures compliance with internal procedures as laid down by company.

THE CANDIDATE

In order to be considered for this role, you must possess the following:

• 5 years of experience in a similar job function supporting a company Executive is desired.
• Bachelor’s degree or equivalent work history in similar job function preferred.
• Experience in Insurance industry a plus, but not required.
• A can-do attitude with high level of energy.
• Remarkable listening skills and a natural curiosity to deeply understand your Manager’s business and needs.
• Exceptional attention to detail.
• Strong communication and interpersonal skills.
• Ability to handle sensitive information with discretion.
• Strong Microsoft office skills; Excel & Word specifically. Ability to adapt to internal systems quickly.
• Ability to work onsite 3-4 days a week in our NJ HQ office in Princeton.