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.

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