Administrative Assistant - Executive

Job Title: Executive Assistant to the CFO

Location: Secaucus, NJReports To: Chief Financial Officer (CFO)Employment Type: Full-Time, in office 9 am- 6 pm (Can be flexible on timings)

Position Overview:We are seeking a highly organized and detail-oriented Executive Assistant to support our CFO in managing both personal and professional tasks. This role requires a proactive individual with excellent time management skills, the ability to handle confidential information, and strong communication abilities. The ideal candidate will have a solid understanding of contracts and legal terminology, preferably with a background in law or as a paralegal, to assist with contract reviews. Additionally, this person will be expected to support the HR department in various administrative capacities.

Key Responsibilities:

CFO Schedule Management:

Proactively manage and organize the CFO's calendar, scheduling meetings, appointments.

Ensure the CFO’s day is efficiently planned, providing timely reminders and preparing necessary materials for meetings.

Personal Assistance:

Assist the CFO with personal tasks and errands as needed to ensure their time is optimized for business needs.

Contract Review & Commentary:

Assist in reviewing and commenting on contracts, offering insights into key clauses and terms.

Collaborate with legal teams to ensure contract compliance and mitigate risks.

If applicable, work with external legal teams to clarify contract language or negotiate terms on behalf of the CFO.

HR Support:

Provide administrative support to the HR department, including scheduling interviews, assisting with onboarding, and maintaining employee records.

Help with HR-related communications and documentation.

General Administrative Support:

Handle correspondence on behalf of the CFO, including emails, phone calls, and other communication channels.

Prepare reports, presentations, and other documents as required by the CFO.

Assist with projects and ad-hoc tasks that require attention to detail and organizational skills.

Meeting preparation—creating meeting agendas, taking meeting notes, following up on action items, creating decks for meetings and anything else requires.

Qualifications:

Education:

Bachelor's degree or equivalent experience.

Paralegal certification or experience in contract law is preferred.

Experience:

3+ years of experience

Experience in contract review and understanding of legal terms and concepts is highly preferred.

Familiarity with HR processes and administration is a plus.

Skills & Abilities:

Exceptional attention to detail and strong organizational skills.

Strong written and verbal communication skills.

Ability to manage multiple tasks and prioritize effectively.

Proficiency with office software (e.g., Microsoft Office Suite) and scheduling tools (e.g., Outlook, Google Calendar).

Discretion and the ability to handle sensitive information with confidentiality.

Ability to work independently and as part of a team.

Additional Requirements:

Must be able to manage competing demands and remain calm under pressure.

Strong problem-solving skills and the ability to take initiative.

Ability to learn quickly and adapt to new challenges.