Acosta

Executive Assistant

Acosta

full-time

Posted on:

Location Type: Hybrid

Location: Bloomfield • New Jersey • 🇺🇸 United States

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Job Level

Mid-LevelSenior

About the role

  • 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

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
Microsoft ExcelMicrosoft WordMicrosoft PowerPointdata analysispresentation creationreport generationscheduling managementconfidential information handlinglogistics coordinationdocument management
Soft skills
organizational skillsinterpersonal skillscommunication skillsprofessional demeanorjudgmentadaptabilitydiscretionproactivityproblem-solvingattention to detail
Certifications
High School DiplomaGEDBachelor’s degree