Executive Assistant to the CXO

Location: Newark, NJ
Duration: 12-Month Contract
Employment Type: Contract with Potential for Permanent, Full-Time Employment
Availability: Immediate

Position Overview

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to the CXO to provide executive-level administrative and operational support. The ideal candidate will have experience managing executive calendars, coordinating meetings, handling business communications, arranging travel, tracking timesheets, and following up on approvals.

Candidates must demonstrate professionalism, discretion, excellent communication skills, and the ability to manage multiple priorities while handling confidential information in a fast-paced corporate environment.

Required Skills and Qualifications

• 3–5 years of experience as an Executive Assistant, preferably supporting a CXO, CEO, President, or senior executive.
• Hands-on experience with executive calendar management, appointment scheduling, meeting coordination, and business correspondence.
• Experience arranging business travel, managing itineraries, coordinating expenses, and tracking approvals.
• Experience tracking timesheets, administrative requests, pending approvals, and outstanding action items.
• Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Microsoft Teams, and Microsoft 365.
• Excellent written and verbal communication skills.
• Strong organizational, multitasking, prioritization, and follow-up skills.
• Ability to handle confidential information with discretion and professionalism.
• Ability to work independently, exercise sound judgment, and manage competing deadlines.

Technical Skills

• Microsoft Outlook: Calendar management, scheduling, email, and meeting coordination.
• Microsoft Excel: Trackers, timesheets, approval logs, spreadsheets, and basic formulas.
• Microsoft Word & PowerPoint: Business correspondence, reports, presentations, and meeting documentation.
• Microsoft Teams & Microsoft 365: Virtual meetings, collaboration, and document sharing.
• ServiceNow: Service requests, ticket tracking, workflow management, and approvals.
• SAP Fieldglass: Contingent workforce administration, timesheet management, and approval workflows.

Experience with travel booking, expense management, timekeeping, and document management systems is preferred.

Key Responsibilities

• Manage the CXO’s calendar, appointments, daily schedule, correspondence, and competing priorities.
• Coordinate internal and external meetings, prepare agendas and supporting materials, document decisions, and track action items.
• Monitor timesheets, travel authorizations, administrative requests, and pending approvals.
• Arrange business travel, accommodations, transportation, and itineraries.
• Coordinate expense reports, receipts, and approval workflows.
• Prepare professional emails, letters, reports, presentations, and meeting summaries.
• Maintain accurate records and confidential documents.
• Coordinate with executives, employees, vendors, clients, and internal departments.
• Monitor deadlines, follow up on outstanding commitments, and escalate urgent matters.
• Provide proactive administrative support to help executive operations run efficiently.

Education

• High school diploma or equivalent required.
• Associate’s or bachelor’s degree in Business Administration or a related field preferred.

Essential Soft Skills

• Exceptional organizational skills and attention to detail.
• Professionalism, confidentiality, and discretion.
• Strong interpersonal and stakeholder management skills.
• Proactive follow-up, accountability, and initiative.
• Excellent time management and problem-solving abilities.
• Ability to anticipate executive needs and perform effectively under pressure.

Ideal Candidate Profile

The ideal candidate is an experienced Executive Assistant with strong Microsoft Office skills, excellent communication abilities, and a proven track record of supporting senior executives. Candidates with hands-on experience in ServiceNow, SAP Fieldglass, timesheet tracking, and approval workflows will be preferred.