Senior Executive Administrative Assistant

Senior Executive Administrative Assistant

Location:Branchburg, NJ
Pay:$44.60 per hour
26-10910

Job Summary

The Senior Executive Administrative Assistant provides high-level administrative and operational support to senior managers, ensuring efficient office operations, calendar management, travel coordination, financial administration, and confidential personnel processing. This role requires extensive executive administrative experience, strong knowledge of Oracle purchasing and accounting systems, and the ability to manage multiple priorities with discretion and independent judgment. The ideal candidate demonstrates exceptional organizational skills, attention to detail, professionalism, and the ability to communicate effectively with executive-level internal and external contacts.

Job Responsibilities

• Provide comprehensive administrative support to senior managers, including calendar management, appointment scheduling, meeting coordination, and event planning.
• Arrange domestic and international travel, including flights, hotels, rental vehicles, passports, and visa requirements.
• Manage office operations, including supplies, mail, telephone coverage, records, office moves, and space coordination.
• Coordinate monthly safety meetings, support safety initiatives, promote workplace safety, and maintain housekeeping standards.
• Review expense reports and purchasing card transactions for accuracy and compliance with company policies.
• Process purchase orders, requisitions, and other purchasing transactions, and establish vendor records in Oracle.
• Prepare monthly expense reports and assist with budget preparation, expense analysis, and financial tracking.
• Monitor and reconcile monthly expenses using Vista Plus and Oracle General Ledger systems.
• Maintain accurate office files, records, personnel files, and confidential documentation.
• Process confidential personnel paperwork, including employee requisitions, salary adjustments, relocations, and termination documentation.
• Review incoming email, manage routine correspondence, and respond to administrative requests as appropriate.
• Prepare meeting agendas, coordinate visitor arrangements, and support travel logistics for business contacts.
• Maintain confidentiality when handling sensitive financial, personnel, and business information.
• Collaborate professionally with internal departments, external contacts, and executive-level stakeholders.
• Manage projects and administrative assignments from initiation through completion.
• Apply knowledge of organizational policies, procedures, and personnel to resolve routine issues independently and prioritize competing demands.

Job Requirements

• Minimum of 10 years of experience in executive administrative roles supporting senior managers.
• Strong knowledge of executive office administration, business procedures, purchasing processes, and accounting practices.
• Thorough knowledge of Oracle purchasing and accounting systems, including Vista Plus and Oracle General Ledger.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Minimum typing speed of 60 words per minute and ability to take shorthand.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and ability to communicate professionally with executive-level contacts.
• Exceptional attention to detail, accuracy, and organizational skills.
• Ability to handle multiple assignments simultaneously and prioritize workloads effectively.
• Demonstrated discretion, tact, integrity, and ability to maintain strict confidentiality.
• Ability to exercise independent judgment when managing routine administrative matters.
• Strong problem-solving skills and ability to work effectively in a team environment.
• Ability to manage projects, meet deadlines, and follow established policies and procedures.

Education

• High school diploma or equivalent required.
• Bachelor's degree preferred.

About Equiliem

Equiliem believes in empowering success. It's our job to cultivate relationships that connect people and employers in a way that is inclusive, intelligent, and allows both to thrive.

Across the U.S., leading companies in healthcare, government, engineering, manufacturing, professional services, and energy rely on us for their workforce solutions. Our recruiting and HR services include contract and direct hire staffing, Payrolling/EOR, Independent Contractor Compliance, and Managed Services.

For almost 30 years, we've helped shape our industry. Today, we continue to research, ask questions, and continuously enhance the candidate journey and client experience.

Benefits

We offer a comprehensive benefits package to our employees, which includes:

• Medical Insurance
• Vision & Dental Insurance
• Life Insurance
• Matching 401(k)
• Commuter Benefits
• Employee Discounts & Rewards
• Payroll Payment Options

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