Administrative Assistant (Executive & Personal)

Location: Farmingdale, New York

Category: Office Assistant Jobs

Qualifications

Grade: 3

HUNGRY - HUMBLE - CURIOUS - CLEVER - COMMITTED - HUMANITARIAN

Ability to prioritize effectively and operate efficiently; use sound judgment to make rational decisions; ability to recognize opportunities and evoke change where applicable; must be objective v. subjective; strong follow up skills; intrapersonal skills; excellent communication skills; attention to detail and process orientation; problem solving skills; coaching and mentoring skills; must have thorough understanding of company’s confidentiality agreement

Have worked as an EA to the CEO/Owner and served as a PA as well

Must be 18 years of age or older

HS Diploma or GED

Must be legally authorized to work in the United States and have IDs needed to verify

English proficient (reading, writing, speaking, comprehension)

Computer savvy; proficient with Microsoft Office

Sensory Requirements: Should have working use of hearing and vision with or without the use of corrective lenses/hearing aids to be able to read paperwork, work on a computer screen for an extended period of time, and frequently speak on the phone

Proven experience as an administrative assistant (EA & PA) or in a similar role supporting senior management; preferable entrepreneurial leaders

Strong organizational and time-management skills, with the ability to prioritize tasks and meet deadlines

Excellent written and verbal communication skills

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with other office software

Ability to handle sensitive and confidential information with discretion

Detail-oriented and proactive problem solver with a positive attitude

Flexibility to adapt to changing priorities and work independently as well as part of a team

Language Skills: English proficiency required (reading, writing, speaking, comprehension)

Mathematical Skills: Basic arithmetic and algebra

Reasoning Ability: Excellent planning and problem-solving skills with limited resources; ability to effectively prioritize and project manage multiple assignments at any given time

Ability to use judgement to make important decisions

Work Environment: Indoor office environment most times

Const

Lift/Carry

Over 100 Lbs

Benefits

Hours Available: M-F 8:30am-5:30pm EST (1-hour lunch break) - ON-SITE, not hybrid or remote

FLSA Class: Exempt

Salary Range: $53,818 - $+8,880 (Actual compensation will be determined based on experience, location, and other factors permitted by law)

Responsibilities

Will manage travel arrangements, coordinate calendars, support sales events, and perform a variety of general administrative duties to ensure smooth and efficient operations

Coordinate and book domestic and international travel, including flights, accommodations, ground transportation, and itineraries

Prepare and manage travel expense reports and reimbursement requests

Ensure all travel arrangements comply with company policies and budgetary guidelines

Calendar Management

Maintain and manage multiple calendars for department heads and executives

Schedule and coordinate meetings, appointments, and conference calls, ensuring all participants are informed and prepared

Resolve scheduling conflicts and prioritize meeting requests to optimize executive time

Support For Sales Team

Assist the sales team in planning and organizing on-site sales events for customers, including coordinating logistics and preparing materials

Arrange catering services and ensure all event details are meticulously handled

Provide administrative support for sales presentations and meetings, including setting up equipment and materials

Act as both Executive Assistant (EA) & Personal Assistant (PA) to the CEO

Serve as the primary point of contact between executives, department heads, and internal/external stakeholders

Prepare and edit correspondence, reports, presentations, and other documents as needed

Organize and maintain filing systems, both electronic and physical

Handle incoming calls, emails, and other communications, directing them to the appropriate parties and responding on behalf of executives when necessary

Assist with special projects and events as assigned

This job description is intended as a general guideline and should not be considered an exhaustive list of responsibilities

The Administrative Assistant (EA & PA) may be required to perform additional duties, as well as be tasked with special projects as needed

16-20 Lbs

Job description

Job Title: Administrative Assistant (Executive & Personal)

Department: Administration

Reports to: TBD

Hours Available: M-F 8:30am-5:30pm EST (1-hour lunch break) - ON-SITE, not hybrid or remote

FLSA Class: Exempt

EEO1 Classification: Professional

Physical Address: 200 Sea Ln, Farmingdale, NY 11735

Salary Range: $53,818 - $+8,880 (Actual compensation will be determined based on experience, location, and other factors permitted by law)

Grade: 3

Why Work @ BEDGEAR?

If You’re Looking For a Career And Not Just a Job, BEDGEAR Provides a Work Environment That Accelerates Growth For All Its Team Members. Keeping Up With The Everyday Challenges Of a Fast-growing Consumer Goods Company Demands a Team Of All-in Players, Who Are Focused On Continuous Improvement, Collaboration, Leadership, And Have a Growth-mindset. If You Want To Elevate Yourself Personally And Professionally, Surrounding Yourself With Others That Share The Same Values, Beliefs, And Behaviors Will Provide The Support And Extra Push To Reach New Heights And Smash New Goals. At BEDGEAR You Can Expect To Find Successful Teammates Who Exemplify Our Core Values Of Being

HUNGRY - HUMBLE - CURIOUS - CLEVER - COMMITTED - HUMANITARIAN

About BEDGEAR® PERFORMANCE®

Launched in 200+, BEDGEAR® is the brand of Performance® that provides innovative bedding by focusing on an active lifestyle and well-being. BEDGEAR’s sleep solutions are engineered with Performance fabrics that are temperature neutral and instant cooling and maximizes airflow to allow the body to naturally regulate its temperature. With a core belief of One Size Does Not Fit All™, BEDGEAR has redefined the way people view sleep by developing interactive in-store experiences and breathable bedding products that are personally fit to a consumer based on specific factors, including body type, sleep position and temperature. BEDGEAR is dedicated to integrating environmental responsibility into product development to ensure less returned goods are being sent to landfills. BEDGEAR is essential to the rest and recovery routines of professional athletes and active people who need to maximize their sleep. A proud manufacturer in the USA, BEDGEAR offers mattresses, pillows, sheets, blankets, pet beds as well as travel, kids and baby products that often feature removable and washable covers to maintain a clean and healthy sleep environment. BEDGEAR is represented in more than 4,000 retail stores across the globe and has earned more than 220 U.S. and worldwide patents, trademark registrations and pending applications. Sleep Fuels Everything®!

Learn more at bedgear.com.

Summary: The Administrative Assistant (Executive & Personal) will provide comprehensive support to several department heads, executives, and senior members of the sales team as needed, and will act as both the Executive & Personal Assistant (EA & PA) to the CEO. Will manage travel arrangements, coordinate calendars, support sales events, and perform a variety of general administrative duties to ensure smooth and efficient operations. This is not a remote or hybrid position - position is located in Farmingdale, NY.

Travel Arrangements

Essential Functions (include but not limited to):

• Coordinate and book domestic and international travel, including flights, accommodations, ground transportation, and itineraries.

• Prepare and manage travel expense reports and reimbursement requests.

• Ensure all travel arrangements comply with company policies and budgetary guidelines.

Calendar Management

• Maintain and manage multiple calendars for department heads and executives.

• Schedule and coordinate meetings, appointments, and conference calls, ensuring all participants are informed and prepared.

• Resolve scheduling conflicts and prioritize meeting requests to optimize executive time.

Support For Sales Team

• Assist the sales team in planning and organizing on-site sales events for customers, including coordinating logistics and preparing materials.

• Arrange catering services and ensure all event details are meticulously handled.

• Provide administrative support for sales presentations and meetings, including setting up equipment and materials.

General Administrative Duties

• Act as both Executive Assistant (EA) & Personal Assistant (PA) to the CEO.

• Serve as the primary point of contact between executives, department heads, and internal/external stakeholders.

• Prepare and edit correspondence, reports, presentations, and other documents as needed.

• Organize and maintain filing systems, both electronic and physical.

• Handle incoming calls, emails, and other communications, directing them to the appropriate parties and responding on behalf of executives when necessary.

• Assist with special projects and events as assigned.

This job description is intended as a general guideline and should not be considered an exhaustive list of responsibilities. The Administrative Assistant (EA & PA) may be required to perform additional duties, as well as be tasked with special projects as needed.

Must Have

Qualifications/Requirements

• Must be 18 years of age or older.

• HS Diploma or GED

• Must be legally authorized to work in the United States and have IDs needed to verify.

• English proficient (reading, writing, speaking, comprehension)

• Computer savvy; proficient with Microsoft Office

Environmental: N/A - indoor office environment

Education/Experience/License Requirements

• High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration or related field preferred.

• Proven experience as an administrative assistant (EA & PA) or in a similar role supporting senior management; preferable entrepreneurial leaders.

• Strong organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.

• Excellent written and verbal communication skills.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with other office software.

• Ability to handle sensitive and confidential information with discretion.

• Detail-oriented and proactive problem solver with a positive attitude.

• Flexibility to adapt to changing priorities and work independently as well as part of a team.

Language Skills: English proficiency required (reading, writing, speaking, comprehension). Knowledge of an additional language(s) is a plus!

Mathematical Skills: Basic arithmetic and algebra

Reasoning Ability: Excellent planning and problem-solving skills with limited resources; ability to effectively prioritize and project manage multiple assignments at any given time. Ability to use judgement to make important decisions.

Work Environment: Indoor office environment most times.

Physical Demands

ACTIVITY

FREQUENCY ACTIVITY

FREQUENCY

Never

Occas

Freq

Const

Never

Occas

Freq

Const

Lift/Carry

10 Lbs. Or less

Climb

11-15 Lbs.

Crawl

16-20 Lbs.

Reach

Above Shoulder

21-40 Lbs.

Reach Outward

41-50 Lbs.

Handling/Fingering

50- 100 Lbs.

Stand

Over 100 Lbs.

Push/Pull

Walk

12 Lbs. Or less

Sit

13-20 Lbs.

26-40 Lbs.

Drive

41-100 Lbs.

Automatic

Standard

Bend

Squat/Kneel

Twist/Turn

Type/Keyboard

Appropriate work intensity level: Sedentary Light Medium Heavy Very Heavy

Key

N-Never

O-Occasional; 1-33% of time

F-Frequent; 34-66% of time

C-Constant; 67-100% of time

BEDGEAR® is proud to be an Equal Opportunity Employer that participates in the E-Verify program!

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