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Job Function:

Business Support

Job Sub Function:

Administration & Secretarial

Job Category:

Business Enablement/Support

All Job Posting Locations:

New Brunswick, New Jersey, United States of America

Job Description:

The Executive Administrative Assistant (EA) provides advanced administrative and operational support to Executive Committee members and their Executive Assistants, ensuring continuity of coverage across Executive Committee management offices. Reporting to the Senior Executive Committee Assistant, this role plays a critical part in maintaining effective executive operations, particularly during periods of absence or transition.

The role requires a high degree of professionalism, discretion, and independent judgment, with responsibility for managing complex schedules, coordinating senior-level meetings, and arranging detailed travel. The Executive Administrative Assistant (EA) works in close partnership with a counterpart to ensure seamless coverage, shared calendar management, and the coordination of select internal engagement events.

Key Responsibilities

• Provide advanced administrative support to Executive Committee members and designated Executive Assistants, ensuring continuity and operational efficiency.

• Maintain shared calendar coverage in partnership with a counterpart, coordinating executive scheduling and coverage needs.

• Manage complex, high-volume calendars with competing priorities and frequent changes.

• Anticipate executive needs by preparing materials, briefings, and information in advance of meetings and engagements.

• Independently assess and resolve complex administrative matters with sound judgment and discretion.

• Draft correspondence and communications on behalf of executives based on established objectives and context.

• Coordinate high-level meetings, leadership sessions, and internal or offsite events.

• Arrange complex domestic and international travel, including visa processing; submit and reconcile expense reports in a timely manner.

• Prepare and manage eMarketplace purchase orders and check requisitions in accordance with enterprise policies.

• Utilize digital collaboration tools (e.g., Microsoft Teams, Zoom) to support effective virtual and in-person meetings.

• Support interview scheduling, hiring, and onboarding activities as needed.

• Handle confidential and sensitive information with the highest level of integrity and professionalism.

• Contribute to the planning and execution of two annual internal events, including Professional Administrative Day and a year-end event.

• Maintain flexibility and anticipate changes to daily schedules with advanced organizational skills.

• Handle confidential and sensitive information with discretion and professionalism

Required Qualifications

• High School Diploma required; Associate degree preferred.

• Minimum of 10 years of executive-level administrative support experience.

• Demonstrated experience supporting senior leaders (C-suite or equivalent) within a complex, global, matrixed organization preferred.

• Proven ability to operate independently with minimal direction in confidential and ambiguous environments.

• Advanced expertise in complex calendar management and executive travel coordination.

• Strong judgment, organizational skills, and ability to manage multiple priorities in a fast-paced environment.

• Effective communication and collaboration skills across all organizational levels.

• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).

• Working knowledge of eMarketplace, Concur, Workday, and corporate travel systems preferred.

• Position based in New Brunswick, NJ; up to 5% local travel may be required.

Required Skills:

 

 

Preferred Skills:

 

 

The anticipated base pay range for this position is :

$74,550.00 - $119,542.50

Additional Description for Pay Transparency: