This site uses cookies. To find out more, see our Cookies Policy

Executive Assistant in Livingston, NJ at Vaco

Date Posted: 2/28/2018

Job Snapshot

Job Description

Financial advisory and interim management firm is seeking an Administrative professional to manage the front-end process of office with regard to Firm's relationship with prospective clients. Provides administrative support to General Counsel, CFO/ Accounting, Engagement Administration and Human Resources. This support includes maintaining schedules, booking travel requirements, providing telephone support, preparing correspondence, office management and other support tasks.

Essential Functions:

  • Maintains Outlook contacts, schedule and coordinates meetings, conference calls, special events and personal matters for General Counsel
  • Handles travel arrangements for General Counsel
  • Draft, update and maintain weekly agendas for Executive Committee meetings
  • Complete and maintain corporate insurance renewals and audits
  • Assist with engagement letter completion and conflict checking
  • Responsible for maintenance of Life Insurance renewals and enrollments
  • Track and submit all medical, dental and vision expenses for General Counsel for processing and reimbursement
  • Draft correspondence and reports for General Counsel, manages incoming correspondence
  • Tracking and entry of time & expenses and time summaries for General Counsel
  • Maintains appropriate legal, accounting and personnel files for General Counsel, CFO and Human Resources
  • Responsible for maintenance of office supply inventory, kitchen supply inventory, office equipment, files and telephone system
  • Responsible for depositing checks into corporate account as well as management of petty cash and complete payroll bank reconciliation
  • Obtains or provides Notary Public services for the New Jersey office and its professionals
  • Handles special projects for General Counsel, CFO and Human Resources


Education: Minimum AA Degree

Experience: Minimum of 7-10 Years' Experience as Administrative Assistant


  • Proficiency in Microsoft Office Excel, Word, PowerPoint and Outlook, Adobe Reader/ Writer, experience with PACER and NetSuite OpenAir a plus