Hybrid Executive Assistant

at Acosta

• Job title: Executive Assistant
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: High School Diploma
• Location requirements: Hybrid, Bloomfield, United States

About the role

• Executive Assistant handling office operations and executive support. Creating presentations and managing confidential information for leadership in Bloomfield, NJ.

Responsibilities

• Be the executive’s right hand. Own day‑to‑day office operations, route sensitive communications, and use sound judgment to resolve non‑routine issues independently.
• Create executive‑ready presentations and visuals. Build polished PowerPoint decks, graphics, and data‑rich Excel spreadsheets that simplify complex information for marketing and leadership presentations.
• Anticipate needs and prepare materials. Proactively assemble briefings, agendas, and correspondence for conferences, appointments, meetings, and calls; ensure all logistics and follow‑ups are in place.
• Monitor and act on key information. Read industry publications, regulations, and directives; flag what matters and take action or route to the appropriate leader; help train new administrative associates.
• Turn data into insight. Gather information from multiple sources to produce ad‑hoc reports, summaries, and responses to inquiries; distill findings into clear communications and presentations.
• Handle confidential work with discretion. Manage sensitive administrative details and documentation, including deduction resolution, maintaining strict confidentiality at all times.
• Serve as the first point of contact. Greet visitors, assess needs, and direct them promptly; read, triage, and route incoming mail and messages to keep information flowing.
• Keep operational lists current. Maintain the revenue forecast, publish the newsletter, update email lists, and oversee SM software user lists so teams have accurate, up‑to‑date resources.
• Contribute to special projects. Take on additional assignments that support department priorities and drive continuous improvement.
• Other duties assigned

Requirements

• Education: High School Diploma/GED required; Bachelor’s degree preferred.
• Experience: 5+ years of administrative or secretarial experience supporting middle management or executive‑level leaders.
• Proven ability to manage complex schedules, confidential information, and fast‑moving priorities.
• Technical Skills: Advanced proficiency in Microsoft Excel, Word, and PowerPoint—comfortable creating spreadsheets, presentations, and polished communications.
• Strong familiarity with presentation tools and the ability to translate data into clear, visual formats.
• Professional Skills: A consistently professional demeanor with the confidence to represent leadership in a highly visible role.
• Exceptional organizational, interpersonal, and communication skills—written and verbal.
• Ability to interpret guidelines, adapt to changing situations, and exercise strong judgment in non‑routine scenarios.
• Physical Requirements: Ability to meet the physical demands of the role, including seeing and listening for extended periods.

Benefits

• Health insurance
• 401(k) matching
• Flexible work hours
• Paid time off
• Hybrid work options