Office Administrator / Executive Assistant in Union, New Jersey at Thibaut Inc

POSITION PURPOSE:

The Office Administrator/Executive Assistant plays a critical role in ensuring the efficient and smooth operation of the office and providing high-level administrative support to the CEO and other Executives. This position requires strong organizational skills, leadership qualities, and the ability to achieve the highest level of productivity and professionalism. This role is responsible for managing office procedures, establishing, and implementing efficient workflow processes, and fostering a positive work environment.

ESSENTIAL FUNCTIONS:

Executive Support

•Manage and maintain the CEO’s calendar, including scheduling meetings, coordinating appointments, and resolving scheduling conflicts.

•Arrange complex and detailed travel itineraries, including flights, accommodations, and transportation.

•Prepare, review, and submit the CEO’s monthly expense reports accurately and on time.

•Manage confidential information with discretion and professionalism.

•Function as a central point of contact for the CEO, the Executive Team and NEP.

•Provide high level administrative support to the CEO as needed.

•Provide support to the VP of Global Sales in the organization and coordination of the National Sales Meeting and High Point Market participation (Fall & Spring).

•Coordinate and prepare the presentation slides for the Quarterly Townhall Meetings held by the CEO, ensuring that all contributors complete their slides timely.

Office Administration

•Serve as the main point of contact for general office operations and administrative needs.

•Greet all guests and direct/escort them to the right place.

•Manage the booking/scheduling/use of the Boardroom and the Training Room.

•Manage and supervise corporate rate agreements for the company.

•Maintain office supplies, equipment, and vendor relationships to ensure an organized and efficient workspace.

•Streamline office operations to improve efficiency and reduce operational costs.

•Identify and recommend technology and tools to enhance office productivity.

•Ensure a safe and clean working environment.

•Oversee office maintenance, repairs, and security.

•Manage incoming calls on the main line and route them to the relevant staff and departments.

•Manage and distribute incoming mail.

•Support communication and coordination across departments as needed.

•Assist with document preparation, correspondence, and other administrative tasks. POSITION TITLE: Office Administrator / Executive Assistant DEPARTMENT/DIVISION: Executive Office REPORTS TO: Directly: Chief Executive Officer Indirectly: Director of Human Resources FLSA DESIGNATION: Exempt DATE WRITTEN/REVISED: October 2025 SUPERVISES: N/A

Employee Engagement & Events

•Partners with the Human Resources team to plan, organize, and execute office events such as the Cancer Awareness Bake Sale, holiday and seasonal celebrations, employee appreciation activities, and quarterly birthday gatherings.

•Collaborate with team members to promote participation and build a sense of community.

•Manage event logistics, including budgeting, setup, decorations, and communications.

•Support company initiatives related to wellness, charitable giving, and employee recognition.

•Foster a positive office culture and employee engagement.

Other:

•This is an on-site position that requires daily presence in the office to support leadership and coordinate office activities.

•Occasional early arrivals or extended hours may be required for special events or meetings.

•Travel will be required when coordinating for High Point Market and the Annual National Sales Meeting.

•Perform other duties as assigned.

QUALIFICATION REQUIREMENTS:

•Bachelor's degree in business administration or related field preferred; or a combination of education and experience.

•3+ years of experience as an office administrator in an executive support role.

•Demonstrated leadership and team management skills.

•Proficiency in Microsoft Office Suite and office management software.

•Knowledge of human resources and financial principles a plus.

•Demonstrated ability to multitask and prioritize.

•High level of discretion and confidence.

•Proficiency in maintaining highly confidential and detailed information and records.

•Exceptional organizational, analytical, and critical thinking skills.

•Effective communication and people skills, with the ability to collaborate and interact with various departments and vendors.

Essential functions listed in this job description are not all inclusive. Additional duties and responsibilities may be assigned as needed.

Benefits: Comprehensive health insurance package including medical, dental, vision, life insurance, LTD, STD, critical illness, commuter benefits, 401(k) match, employee discount program, etc.

Salary range: $70K-$80K per year