Executive Assistant

Executive Assistant to Senior Leadership 
Location: Nutley, NJ (Hybrid)
Pay Rate: $50 - $55/hr

About the Role

We are seeking a highly organized, proactive, and adaptable Executive Assistant to support senior leadership within our North America Supply organization. This role will primarily support the SVP of Supply, North America, with a dotted-line partnership to the Head of Communications. The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, and can effectively manage multiple priorities with professionalism and discretion.

This position extends well beyond traditional calendar management and administrative support. We are looking for a resourceful problem solver who can wear multiple hats, support cross-functional initiatives, coordinate large-scale travel and events, and grow into expanded responsibilities as business needs evolve.

Work Schedule

This is a hybrid position based in Nutley, NJ, with in-office expectations typically Tuesday through Thursday. Leadership team schedules may occasionally require flexibility. 

Key Responsibilities

Executive & Leadership Support

• Provide high-level administrative support to senior executives and leadership teams
• Manage complex and ever-changing calendars, priorities, and scheduling needs
• Coordinate internal and external meetings, leadership forums, and off-site events
• Prepare agendas, presentations, briefing materials, and meeting summaries
• Anticipate executive needs and proactively manage follow-up actions

Travel, Events & Logistics

• Coordinate extensive domestic and international travel arrangements
• Manage detailed itineraries, accommodations, transportation, and logistics
• Organize leadership meetings, seminars, conferences, and employee engagement events
• Support large-scale meeting planning and event execution

Operations & Project Coordination

• Partner with leadership teams to support business planning rhythms, including:
  • Quarterly Business Reviews (QBRs)
  • Leadership meetings
  • Operational reviews
  • Strategic planning sessions
• Track action items and ensure timely completion of deliverables
• Assist with expense reporting, budget tracking, and invoice processing
• Support special projects and cross-functional initiatives

Communication & Stakeholder Management

• Serve as a key point of contact for internal and external stakeholders
• Draft and manage professional executive communications and correspondence
• Support presentation development and communication materials
• Build strong partnerships across multiple departments and functions

Continuous Improvement

• Identify opportunities to improve administrative processes and team efficiency
• Develop creative solutions to business challenges
• Adapt quickly to changing priorities and organizational needs
• Take on expanded responsibilities and new projects as opportunities arise

Qualifications

Required

• High school diploma or equivalent
• Proven experience supporting senior-level executives in a fast-paced corporate environment
• Advanced proficiency with Microsoft Office Suite, including Outlook, Teams, PowerPoint, Excel, and Word
• Exceptional organization, prioritization, and time-management skills
• Strong attention to detail and ability to manage multiple competing priorities
• Excellent written and verbal communication skills
• Ability to exercise sound judgment and handle confidential information with discretion
• Demonstrated problem-solving skills and proactive approach to work
• Ability to work independently while collaborating effectively across teams

Preferred

• Bachelor's degree
• Experience supporting executives within large or complex organizations
• Experience coordinating large-scale travel, meetings, conferences, or leadership events
• Experience supporting multiple executives or functions simultaneously
• Strong analytical skills with the ability to review and interpret data
• Experience working in a global or matrixed environment

What We're Looking For

The successful candidate will be:

• A strong multitasker who can balance shifting priorities
• Comfortable supporting multiple leaders and business functions
• A proactive problem solver who enjoys finding creative solutions
• Professional, adaptable, and highly organized
• Someone who can grow with the role and take on additional responsibilities over time
• A trusted partner who builds strong relationships across the organization

Additional Benefits

• Hybrid work environment
• Flexible scheduling approach
• Convenient shuttle service access from:
  • New York City
  • Hoboken
  • Jersey City

If you're an experienced Executive Assistant who enjoys supporting executive leaders, coordinating complex operations, and making a meaningful impact across an organization, we'd love to hear from you!