Executive Assistant

Executive Assistant

Location: Titusville, New Jersey

Work Schedule: Hybrid, minimum 3 days per week onsite (Tuesday – Thursday) with the flexibility to work remotely 2 days per week (Monday & Friday)

Pay: 37.00 per hour

Position Overview

Kelly is seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative and project coordination support to two Vice Presidents . This individual will also provide general administrative support to the broader Team based in Titusville.

The ideal candidate is a polished, proactive, resourceful professional who thrives in a fast-paced high demand environment, exercises sound judgment, and is comfortable managing multiple priorities with minimal supervision or direction. This role will serve as a key point of contact for day-to-day office and administrative needs, including but not limited to meeting coordination, travel, expenses, catering, conference rooms, A/V support, shipping, ordering and maintaining office supplies, etc.

Key Responsibilities

Executive & Administrative Support

• Provide high-level administrative and project coordination support to two Vice Presidents.
• Manage complex calendars, schedule meetings through Outlook, and coordinate with other executive assistants to identify mutually convenient meeting times.
• Coordinate domestic and international travel arrangements through Concur.
• Prepare and process expense reports accurately and timely using Concur.
• Maintain files, records, and assigned projects as needed.
• Handle confidential and sensitive information with discretion and professionalism.
• Communicate effectively with employees and leaders at all levels of the organization.

Meeting & Office Coordination

• Coordinate all meeting logistics, including conference room reservations, catering, Teams setup, and A/V support.
• Serve as a go-to resource for office-related needs, including catering, shipping, meeting spaces, technology support, and supplies.
• Support meeting preparation and ensure logistics are organized and executed efficiently.

Operational & Project Support

• Partner with internal teams to support Purchase Orders and eMarketplace orders as needed.
• Manage multiple, and at times competing, priorities in a fast-paced and demanding environment.
• Independently prioritize and execute assignments with minimal direction or day-to-day supervision.
• Anticipate needs, resolve routine issues, and maintain strong follow-through across responsibilities with minimal follow-up required.

Required Qualifications

• Minimum of an Associate degree, Bachelor’s Degree preferred.
• Minimum of 5 years of high-level executive administrative or office management experience , ideally within a fast-paced corporate environment.
• Strong organizational and time-management skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Demonstrated ability to manage multiple priorities and shifting deadlines effectively.
• Ability to work independently, exercise good judgment, and execute tasks with minimal supervision.
• High level of discretion and ability to maintain confidentiality.
• Strong proficiency in Microsoft Office , including Outlook, Word, Excel, and PowerPoint.
• Ability to maintain poise and professionalism in a complex, high-profile, and rapidly changing environment.

Preferred Qualifications

• Experience with Concur and Ariba .
• Experience coordinating domestic and international travel.
• Experience supporting senior-level or executive leaders.
• Strong listening, analytical, facilitation, and organizational skills.
• Demonstrated collaboration, influencing, and relationship-building skills.
• Ability to anticipate needs and proactively identify solutions.