Job Description

Executive Assistant

Location: West Orange, NJ

Schedule: Full Time, Monday – Thursday, 9 am - 5:30 pm; Friday, 9am- 1-:30/3:30pm

Company Overview: Topaz HR is a dynamic outsourced HR firm serving companies across diverse industries, specializing in a broad spectrum of HR and employee relations projects. 

Position Overview:

We are seeking a highly detailed-oriented and organized Executive Assistant who excels at time management and thrives in a fast-paced environment. The ideal candidate will be driven, proactive, and capable of juggling multiple tasks while ensuring each is completed efficiently and with precision. You will play a key role in coordinating calls, client intake, scheduling, office management, and supporting executives to ensure smooth daily operations.

Key Responsibilities:

• Manage and prioritize calls for the executive team, ensuring smooth transitions between clients and internal teams while maintaining timely communication.
• Oversee the client intake process, providing detailed follow-ups to ensure efficient onboarding.
• Proactively coordinate complex calendars and meetings, resolving scheduling conflicts and ensuring executives are fully prepared.
• Maintain an organized office environment by managing supplies, coordinating office needs, and ensuring the workspace is functional and efficient.
• Exhibit exceptional verbal and written communication skills, conveying information clearly and professionally in all correspondence.
• Demonstrate meticulous attention to detail in all tasks, ensuring high accuracy in scheduling, documentation, and communication.
• Prioritize tasks effectively, manage competing demands, and work well under pressure to meet deadlines.
• Take a proactive, solutions-oriented approach to challenges, offering assistance and resolving issues efficiently.
•  Assist with planning and organizing company events, meetings, and special projects, ensuring flawless execution of all details.

Key Requirements:

• Exceptional organizational and time management skills to handle multiple tasks without missing deadlines or overlooking important details.
• High attention to detail and accuracy in all tasks, from scheduling to document preparation.
• Strong verbal and written communication skills, with an ability to communicate clearly and effectively with executives, clients, and team members.
• Proven ability to manage a fast-paced and dynamic work environment with a strong sense of urgency.
• Strong interpersonal skills and the ability to maintain professionalism when interacting with clients, team members, and senior leadership.
• Proficiency in Microsoft Office Suite and familiarity with project management software.
• Ability to manage sensitive and confidential information with discretion.

Qualifications:

• 1-2 years of experience as an Executive Assistant or in a similar administrative role.
• Strong time-management skills and the ability to prioritize effectively in a busy environment.
• Proven track record of being driven, self-motivated, and goal-oriented.

Benefits: Health, generous 401k match & PTO 

As an Executive Assistant, you will be an integral part of our leadership team, helping to keep the organization running smoothly and efficiently. We offer a fast-paced, dynamic work environment with ample opportunities for growth and professional development. If you’re highly organized, detail-driven, and thrive under pressure, we’d love to have you on our team.

Skills Required

Experience Required

1-2 years