Job Title: Executive Assistant to the Vice President
Location: North Brunswick, NJ
Company: Blue Industries (Blue Line Drywall & Builders and Blue Star Glass)
Company Websites: Blue Industries, Blue Star Glass
About Us: Blue Industries is composed of Blue Line Drywall & Builders, a leading trade subcontractor, and Blue Star Glass, a premier glass fabricator. We pride ourselves on our commitment to quality, innovation, and customer satisfaction. Our team is dedicated to delivering exceptional results in every project we undertake. We foster a collaborative and dynamic work environment where every team member can thrive.
Industry: Construction and Manufacturing
Job Description:
We are seeking a highly motivated, detail-oriented, and assertive Executive Assistant to support our Vice President. The ideal candidate will have exceptional organizational skills, the ability to handle sensitive information with discretion, and the capacity to manage multiple tasks efficiently while maintaining a high level of accuracy and urgency.
Key Responsibilities:
- Legal Matters: Assist with all legal matters including preparing and reviewing documents, managing legal correspondence, and coordinating with legal counsel.
- Insurance Matters: Handle all insurance-related tasks such as policy management, claims processing, and renewals.
- IT Coordination: Work in conjunction with our third-party IT company to ensure smooth operations, manage IT-related issues, and facilitate technology upgrades.
- Invoice Approvals: Review and approve invoices, ensuring accuracy and compliance with company policies.
- Financial Reporting: Prepare comprehensive financial reports to provide insights into the company’s financial status and performance.
- Payment Follow-Ups: Proactively follow up on outstanding payments to ensure timely receipt.
- Document Preparation: Prepare legal documents for the Vice President's signature, ensuring all paperwork is meticulously processed and filed.
- Contract Administration: Send paperwork and contracts to the correct team members, ensuring proper documentation and timely delivery.
- Email Management: Efficiently read and analyze all incoming emails, filtering and prioritizing important messages for the Vice President's attention.
- Scheduling and Coordination: Meticulously schedule meetings and travel arrangements for the Vice President, and coordinate with other executives and team members within the company.Techn
- ology Proficiency: Utilize and adapt to new technologies and software to enhance efficiency and productivity.Real
- Estate Development Support: Collaborate closely with various engineers in relation to real estate development, keeping precise track of project milestones and required documentation.
- Personal Life Management: Assist with personal tasks and errands for the Vice President, including managing personal appointments, travel arrangements, and other personal affairs to ensure a balanced and efficient schedule.
- Qualifications:
- Bachelor's degree in Business Administration, Finance, Law, or related field preferred.
- Proven experience as an executive assistant in finance or as a paralegal.
- Exceptional organizational and time-management skills.
- Excellent verbal and written communication skills.
- High level of discretion in handling sensitive and confidential information.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- High level of computer literacy and adeptness with new technology.
- Familiarity with IT systems and software is a plus.
- Strong analytical and problem-solving skills.
- Ability to work independently and as part of a team.
- Strong interpersonal skills and the ability to communicate effectively with all levels of the organization.
- Type A personality: proactive, detail-oriented, assertive, and capable of managing high-pressure situations.
- What We Offer:
- Competitive salary and benefits package.
- 401(k) plan.
- Health insurance.
- Paid vacation.
- Performance-based bonus.
- Opportunities for professional growth and development.
- A dynamic and supportive work environment.
- The chance to work closely with the Vice President and gain insights into the company’s operations.
- How to Apply:
- Please submit your resume and a cover letter detailing your experience and why you are the ideal candidate for this position via LinkedIn. Please include references and any relevant work samples or portfolios if available.
- Location: 2300 US 1 North, North Brunswick, NJ 08902
