Executive Administrative Assistant

Talascend is currently seeking an Executive Administrative Assistant for a contract opportunity with our client in Englewood Cliffs, New Jersey.

Overview

The role involves providing high-level administrative support to executives, managing schedules, handling correspondence, and performing various clerical functions to ensure smooth office operations.

Responsibilities

• Perform general office duties such as mailing, making copies/prints, coordinating schedules, setting up the office, maintaining office equipment and condition, ordering supplies, maintaining records management systems, and basic bookkeeping.
• Prepare invoices, reports, memos, letters, financial statements, and other documents.
• File and retrieve corporate documents, records, and reports.
• Open, sort, and distribute incoming correspondence, faxes, and emails.
• Prepare responses to correspondence containing routing inquiries.
• Assist in event planning including scheduling, catering, setup, and breakdown.
• Arrange international and domestic travel itineraries.
• Supervise general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Review and approve invoices, reports, memos, letters, financial statements, and other documents.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Prepare agendas and make arrangements for meetings.
• Make arrangements for travel and meetings.
• Manage expenses, travel arrangements, and administrative submissions.
• Respond to requests for updates on organizational charts, seating charts, etc.
• Manage busy calendars, prioritize meetings, and handle scheduling conflicts proactively.
• Assist with staff onboarding and offboarding, including equipment setup and system access.
• Perform basic troubleshooting for hardware, software, and phone issues.
• Liaise with clients and internal executives.
• Develop and maintain cross-divisional relationships with other admin staff.

Qualifications

• MUST be bilingual in Korean and English. 
• High school diploma or equivalent required; 2-year degree or relevant work experience preferred.
• Experience working with executives is mandatory.
• Verbal and written communication skills, multi-tasking, customer service skills, and interpersonal skills.
• Proven ability to work independently and manage time effectively.
• Excellent organizational and confidentiality skills.
• Strong event planning and budgeting experience preferred.
• Previous experience with computer applications such as Microsoft Word, Excel, and PowerPoint.