Executive Assistant - Woodbury, NJ

Job ID:  476474

Oldcastle APG, a CRH company, is a leading global supplier of building and landscaping products. Its product portfolio includes hardscapes and masonry, packaged cement mixes, lawn and garden materials, and composite decking sold through a variety of channels for residential and commercial use. Oldcastle APG is the leading producer of hardscapes in North America and Europe and the innovator behind many of the industry’s well-known brands: Belgard hardscapes, Echelon masonry, Sakrete bagged dry mixes, and MoistureShield composite decking. With over 260 operating locations and approximately 8,500 employees, Oldcastle APG operates across 7 countries in the U.S., Canada, and Europe.    

The Executive Administrative Assistant will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with minimal supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of performing a variety of support functions including administrative activities, supply ordering, scheduling appointments and travel, answering incoming calls, mail distribution, overseeing the postage and shipping accounts, leading oversight for our travel systems, and providing meeting/training support. Individual will also be involved in special projects or other assignments and processing information involving highly confidential and sensitive material. The ideal candidate will possess the ability to effectively execute plans with keen attention to detail, accuracy and timing; be an articulate / effective communicator, and able to partner with many persons across the organization, locally as well as internationally. Role may require occasional overnight travel for certain events – i.e. EP Henry MAHTS or offsite leadership meetings. 

Responsibilities

• Answer and screen incoming calls

• Provide administrative support to Executives as needed, provide general office support with a variety of clerical activities and related tasks

• Handle all domestic and international travel arrangements (flights, hotels, car reservations & restaurant reservations

• Order office supplies and food for Executive and office meetings, as well as training events.

• Stamp, sort, and distribute incoming mail

• Manages President’s calendar, responds to and sends out meeting requests and ensures schedules are kept up-to-date and accurate. Resolves meeting conflicts and handles reschedules to accommodate more urgent time sensitive requests. Keeps President informed of upcoming appointments and deadlines.

• Coordinate scheduling of the meeting spaces

• Arranges meetings collates and distributes materials books meeting rooms and equipment as required. Meets greets and escorts visitors meeting attendees and candidates. May distribute follow up materials.

• Produces general correspondence reports and presentations. May create documents transcribing from voicemail recordings or in-person meetings. Develops appropriate formats and checks for grammar punctuation and spelling. Organizes travel arrangements. Reserves transport and accommodations taking into consideration manager preferences cost and timing implications. Ensures that managers have necessary paperwork for travel tickets confirmation numbers, visas, and itineraries.

• Exercising independent judgment and discretion on sensitive and confidential projects and assignment.

• Completes business expense reporting, review and reconciliation promptly and follows up on reimbursements if necessary.

• Act as a liaison between the executives and their team members by understanding priorities and their roles within the company

• Review and approve vacation requests for direct reports to the President on his behalf

• Reconcile company credit card used for any business expenditures and process in expense system along with documented information and proper coding.

• Handle confidential issues

• Monitor/order office supplies, including stationery, business cards, etc.

• Maintain sporting event tickets and schedules Phillies, Flyers and Eagles tickets (Disbursement upon approval and renewing/payment of the season tickets)

• Monitor use of EPH vehicles/maintenance

• Prepare mailings to Distribution network / contractors / governmental agencies

• Assist and make travel plans for Executives and other employees as applicable

• Manage EZ-Pass account

• Process weekly checks for EP Henry contractors/vendors

• Facilitate/Assist with EPH Events including MAHTS, Philadelphia Flower Show, employee functions, training—as needed

• Special projects/assignments

• Other activities and responsibilities as needed   

Requirements

• Will have a legal administrative background or held an executive secretarial/administrative title for 5 or more years providing support for multiple senior level managers

• Have a stable work history

• Must be professional in manner and appearance

• Must be highly proficient with MSWord, Excel, and PowerPoint.

• Must have the ability to take meeting minutes

• Must be well organized and able to work under pressure, multitask and work with key executives within and outside the company

• Strong organizational, multi-tasking, interpersonal, and oral/written communication skills are essential.

• HS Diploma required, (Associates Degree or secretarial school graduate preferred).

What CRH Offers You

• Highly competitive base pay
• Comprehensive medical, dental and disability benefits programs
• Group retirement savings program
• Health and wellness programs
• A culture that values opportunity for growth, development, and internal promotion

About CRH

CRH has a long and proud heritage. We are a collection of hundreds of family businesses, regional companies and large enterprises that together form the CRH family. CRH operates in a decentralized, diversified structure that allows you to work in a small company environment while having the career opportunities of large international organization.

If you’re up for a rewarding challenge, we invite you to take the first step and apply today! Once you click apply now, you will be brought to our official employment application. Please complete your online profile and it will be sent to the hiring manager. Our system allows you to view and track your status 24 hours a day. Thank you for your interest!

Oldcastle APG, a CRH Company, is an Affirmative Action and Equal Opportunity Employer.

EOE/Vet/Disability--If you want to know more, please click on this link.