Job Description

Location: West Orange, NJ 

Schedule: Full Time, Monday – Thursday, 9 am - 5:30 pm; Friday, 9am- 3:30pm 

Company Overview: Topaz HR is a dynamic outsourced HR firm serving companies across diverse industries, specializing in a broad spectrum of HR and employee relations projects.  

Position Overview: 
We are seeking a highly detailed-oriented, proactive, and experienced Executive Assistant who excels at time management and thrives in a fast-paced environment to support the leadership team. The ideal candidate will be driven, proactive, and capable of juggling multiple tasks while ensuring each is completed efficiently and with precision. You’ll serve as a gatekeeper, problem-solver, project coordinator, and culture driver. You will play a key role in client intake, scheduling, office management, and supporting executives to ensure smooth daily operations. 

Key Responsibilities: 

• Own and manage the executives’ calendars—anticipating needs, resolving conflicts, and making sure they’re always focused on what matters most 

• Serve as a strategic partner by helping prioritize tasks, manage follow-ups, and keep projects moving forward 

• Coordinate meetings, internal projects, and cross-functional initiatives, ensuring all stakeholders are informed and aligned 

• Act as a buffer and gatekeeper by protecting time, filtering requests, and managing the flow of communication 

• Support a positive, productive office environment, through a caring yet firm approach — helping manage team dynamics, troubleshoot issues, and maintain a great atmosphere  

• Assist in team coordination, keeping everyone on track and aligned with the executives’ priorities 

• Maintain an organized office environment by managing supplies, coordinating office needs, and ensuring the workspace is functional and efficient 

• Communicate clearly and professionally with internal and external stakeholders; building trust and strengthening relationships 

• Delegate or redirect tasks as needed to ensure focus stays on the highest-value items 

• Assist with planning and organizing company events, meetings, and special projects 

Qualifications: 

• Minimum 5 years of experience as an Executive Assistant or in a similar high-level support role 

• Exceptional attention to detail and accuracy in scheduling, documentation, and follow-through 

• Strong verbal and written communication skills, with the ability to engage confidently with executives, clients, and team members 

• Proven ability to thrive in a fast-paced, high-pressure environment with shifting priorities 

• Excellent time management and prioritization skills, with a proactive, self-directed approach 

• High emotional intelligence and professionalism when interacting across all levels of the organization 

• Discreet and trustworthy with handling sensitive and confidential information 

• Proficient in Microsoft Office Suite; familiarity with project management tools a plus 

• Demonstrated track record of being driven, solutions-oriented, and goal-focused 

• Past experience or interest in Human Resources a plus but not required 

Benefits: Health, generous 401k match & PTO  

Salary: $65,000 - $75,000  

As an Executive Assistant, you will be an integral part of our leadership team, helping to keep the organization running smoothly and efficiently. We offer a fast-paced, dynamic work environment with ample opportunities for growth and professional development. If you’re highly organized, detail-driven, and thrive under pressure, we’d love to have you on our team. 

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