Office Administrator

EA and Office Administrator

Location: Florham Park, NJ

Workplace Type: Onsite

About the Role

The Executive Assistant and Office Administrator will provide high-level administrative support to the executive team while ensuring the smooth operation of the office. This dual-role requires exceptional organizational skills, attention to detail, and the ability to manage a wide range of responsibilities, including calendar management, meeting coordination, office operations, and team support.

Key Responsibilities

• Manage calendars, appointments, and meetings for executives, ensuring optimal time management.
• Coordinate travel arrangements, including booking flights, accommodations, and preparing itineraries.
• Draft, proofread, and manage confidential correspondence, presentations, and reports.
• Serve as a point of contact between executives and internal/external stakeholders.
• Prepare agendas and take detailed minutes during executive meetings.
• Handle personal tasks and assignments for executives when required.
• Oversee and manage daily office operations, ensuring a smooth workflow.
• Maintain office supplies inventory by monitoring stock and placing orders as needed.
• Coordinate and manage vendor relationships, including maintenance and service providers.
• Organize and maintain filing systems (physical and digital) for easy access to company records.
• Handle incoming calls, emails, and mail, directing them to the appropriate teams.
• Assist in onboarding new employees and coordinating office orientations.
• Ensure the office environment is clean, organized, and welcoming.
• Plan and execute company events, team meetings, and celebrations.
• Arrange logistics for conferences, training sessions, and off-site meetings.
• Support executives and teams in project management, tracking timelines, and milestones.
• Conduct research and provide data analysis to support executive decision-making.

Required Skills & Qualifications

• Education: Bachelor’s degree in business administration, management, or a related field (preferred).
• Experience: 5+ years of experience as an executive assistant, office administrator, or similar role.
• Excellent organizational and multitasking abilities.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools.
• High level of discretion and confidentiality.
• Proactive problem-solving and ability to work independently.
• Familiarity with office management systems and procedures.
• Positive attitude and strong interpersonal skills.
• Attention to detail and ability to prioritize tasks effectively.
• Ability to adapt to changing priorities in a fast-paced environment.
• Strong work ethic and a commitment to excellence.

Additional Information

This is a full-time, onsite position. The ideal candidate is proactive, highly organized, and capable of handling a variety of tasks with discretion and efficiency.