$40 an hour 1 day ago Qualifications Teamwork Microsoft Outlook Automation Marketing Executive administrative support Communication platforms Bachelor's degree Collaborative technology platforms Organizational skills Microsoft Teams SharePoint Presentation preparation Communications AI-driven automation Marketing Cross-functional communication

Full Job Description Job Title:

Administrative Asst 3

Location:

Franklin Lakes, NJ Job Description This is not a traditional administrative support role. It focuses on using AI tools to improve speed, quality, and consistency of work, enabling the delivery of structured tasks, coordinating information and meetings in a fast-paced, exciting environment. The successful candidate will be able to demonstrate experience using AI tools for drafting, summarizing, or organizing information (e.g., Copilot-style tools or comparable platforms), and can follow guidance on ethical and compliant use of AI. Curiosity and openness to learning new digital tools are highly advantageous and the incumbent will be the role model of demonstrating how applying AI improves how work gets done. This role combines executive support with structured marketing coordination and AI enabled content preparation to improve speed, consistency, and effectiveness of Central Marketing work. Must Have AI & Digital Enablement

Practical experience using AI tools (e.g., Copilot
style tools) to enhance productivity, automate workflows, and improve content quality and consistency. Digital Tools & Collaboration Platforms
Proficiency in Microsoft 365 (Outlook, Teams, PowerPoint, SharePoint) and working in collaborative, digital environments. Executive Communication
Strong written and verbal communication skills, with the ability to translate complex inputs into clear, structured communications for executive audiences.

Responsibilities:

Manages calendars, schedules meetings, and prepares agendas for Central Marketing VPs while ensuring meetings are well-organized and materials are delivered on time. Utilizes approved AI tools to draft summaries, communications, and documents, while developing reusable prompts to drive consistency and efficiency. Leverages AI to identify patterns, risks, and opportunities across VP priorities, streamlining workflows and automating recurring deliverables. Maintains structured folders, templates, and version control in Teams and SharePoint, along with a curated library of effective prompts and outputs. Coordinates cross-functional initiatives, tracks action items through completion, escalates risks when necessary, and improves overall speed, quality, and consistency of deliverables.

Minimum Requirements:

Bachelor's degree preferred in business, marketing, communications, or a related field; equivalent experience may be considered. 1-3 years of experience in an executive assistant, administrative, marketing coordination, or operations support role. Experience supporting senior leaders or working in a global, matrixed environment is advantageous. Strong organizational and prioritization capability, with the ability to manage multiple requests at once, keep work on track, and maintain accuracy under pressure. Clear written communication skills, with an ability to translate inputs into concise, well-structured emails, summaries, and presentation materials for executive audiences. High level of digital proficiency across Microsoft 365 tools such as Outlook, Teams, PowerPoint, and SharePoint, along with confidence working in collaborative digital environments.

Preferred Requirements:

Exposure to marketing, digital, or commercial environments is helpful but not required. Disciplined approach to managing information, ensuring files, templates, and materials are well-organized, easy to access, and consistently maintained. Working familiarity with AI tools for drafting, summarizing, and organizing content, with the ability to apply them in a practical and thoughtful way. What Will Help You Stand Out Experience working in global marketing organizations with multiple business units, regions, and compliance requirements. A strong point of view on how to operationalize AI responsibly and pragmatically to increase work efficiency The ability to balance multiple priorities with practical execution and change adoption. A collaborative and positive can-do attitude Look for:

HSD Title:

Executive Assistant/ Administrative Assistant/ Executive Coordinator/ Business Coordinator/ Operations Coordinator 8 years' experience Executive Support Experience Supporting VPs/Executives/ Director/ VP/ Senior Director Microsoft 365 Expert/ Outlook/Teams/PowerPoint/SharePoint Calendar management/ Meeting coordination AI Tool Experience/ Microsoft Copilot/ ChatGPT/ Gemini/ Claude Nice to have: Bachelor's degree Marketing organization experience Medical Device Healthcare Commercial teams Pricing teams Digital Marketing Global organization

Pay:

$30.00

$40.

00 per hour

Work Location:

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