Executive Assistant in Trenton, New Jersey at First Page Sage, LLC

We are seeking an exceptional Executive Assistant to support our CEO. This is a high-trust, high-impact role for someone who thrives in fast-paced environments, enjoys working with strong personalities, and brings both polish and backbone to their work. You will act as the CEO’s operational anchor, communication proxy, and scheduling gatekeeper—ensuring priorities stay on track and expectations are clearly managed.

Administrative & Operational Support

• Manage and optimize the CEO’s calendar, including scheduling internal meetings, client calls, and strategic priorities
• Draft, edit, and send emails on the CEO’s behalf with accuracy in tone and intent
• Set and manage expectations around the CEO’s availability and response times
• Take clear, organized notes during meetings and distribute action items
• Track deadlines and commitments; proactively follow up to ensure accountability
• Respond to CEO requests promptly and with sound judgment
• Serve as a communication bridge between the CEO, internal teams, and clients

AI-Driven Efficiency & Process Improvement

• Leverage AI tools (LLMs and other automation platforms) to improve speed, quality, and consistency of work
• Use AI to draft communications, summarize meetings, and streamline repetitive tasks
• Identify opportunities to automate workflows and reduce manual administrative overhead
• Continuously test and implement new tools to improve the CEO’s efficiency and overall team operations
• Bring a systems-oriented mindset—documenting and refining processes using both AI and traditional tools

Communication & Representation

• Communicate on behalf of the CEO with professionalism, warmth, and authority
• Embody the CEO’s voice and tone while maintaining clarity and diplomacy
• Protect the CEO’s time while preserving strong relationships with stakeholders

Administrative Skills

• 3+ years of experience supporting an executive or senior leader
• Exceptional calendar and inbox management skills
• Strong written communication and drafting ability
• Highly organized with strong follow-through
• Comfortable juggling multiple priorities and shifting timelines
• Able to manage up with confidence and discretion

AI & Technical Fluency

• Demonstrated experience using AI tools (e.g., LLMs) to enhance productivity and output quality
• Comfortable learning and adopting new tools quickly
• Ability to identify inefficiencies and proactively implement solutions
• Experience with workflow automation tools is a strong plus

Soft Skills & Personal Attributes

• Unflappable under pressure and emotionally steady
• Direct, matter-of-fact, and comfortable saying “no” when needed
• Warm, engaging, and professional in all interactions
• Excellent active listener with strong judgment
• Able to handle blunt feedback or high expectations without becoming reactive
• Comfortable holding a CEO accountable to deadlines and commitments
• Thick-skinned without being cold; empathetic without being permissive

Physical Demands & Work Environment:

• Required fluency to read and speak English
• Required to attend & participate in virtual meetings weekly
• Required to type and read
• Dedicated workspace is preferred though not required
• Required to structure environment conducive to productivity
• Required to have consistent access to a computer, webcam, and microphone during working hours

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.