If you’re an independent self-starter, come join a dynamic and proactive executive search team. Manage payroll data entry, benefits, and 401K plan/s, calendar management, scheduling, event planning, insurance administration, and various operational support. The ideal candidate will be highly organized, detail-oriented, and able to handle multiple tasks simultaneously while maintaining high professionalism and discretion.
Payroll and Insurance Administration
- Bi-Monthly Payroll Management: Administer bi-monthly payroll and related deductions, ensuring timely and accurate processing.
- 401K Enrollment and Deductions: Manage and ensure timely and accurate 401K enrollment and related deductions.
- Insurance Enrollment and Off-Boarding: Manage insurance enrollment and off-boarding, answer related questions, and act as a liaison. Notify payroll contact for deductions and update Drive/Trello with relevant information.
- Reminders and Communication: Use the provided templates and emails to send reminders for insurance decisions and follow up as needed.
Calendar and Scheduling Management
- Pro-Active Management of Calendars: Ensure schedules are up-to-date, manage appointments, and anticipate scheduling needs for one of the executives.
- Scheduling Candidates: Coordinate with recruiters and clients to schedule candidate interviews and lunches for recruiters as needed.
- Candidate Interviews: Work with hiring coordinators to arrange interviews and ensure calendar invites are sent and noted on recruiters’ calendars as not busy.
- Team Trip Planning: Research events, locate hotels, schedule dinners, and organize team trips and holiday lunches. Coordinate with the team, leadership and organizations.
- Business Travel: Manage 7-10 business trips a year, including flights, hotels, and ground transportation.
Event Coordination
- Manage attendee lists, send reminders via phone/email the day before events, and manage related logistics.
- Gift Ordering: Handle gift orders for various occasions, including speakers, employee birthdays, and anniversaries.
Onboarding and Offboarding
- Onboarding Process: Follow the Trello board guidelines for new employee onboarding, including sending necessary information and managing 401K participation.
- Offboarding Process: Follow the Trello board guidelines for employee offboarding.
Administrative and Communication Tasks
- Update New Employee Trello Board: Keep the current holiday list and other relevant information on the new employee board.
- Social Media Posting: Create and manage social media content to maintain an active online presence.
- Website Updates: Ensure the company website is up-to-date with the latest information and announcements.
- Newsletter
- Vendor Contracts Expiration Tracking / Invoices filing
- Vacation tracking
Qualifications
- Proven experience as an executive assistant or in a similar administrative role; minimum three years, preferably five years experience.
- Exceptional organizational and time-management skills.
- Intermediate to advanced proficiency with sheets/excel and docs/word.
- Proficiency in using scheduling tools, Google Drive, Trello, and social media platforms.
- Strong communication skills, both written and verbal.
- Ability to handle confidential information with discretion.
- Proactive and able to anticipate needs and potential issues.
- Bachelor’s degree preferred.
Yearly Compensation: $40-50,000K
How to Apply
Interested candidates should submit their resume and cover letter (a must) detailing their relevant experience and skills. Applications and Cover Letters can be sent to Regina Vesillas at: rvesillas@nullprincetonlegal.com. NY metro area is preferred; we will consider the east coast (ET).
