Executive Assistant

T&M is hiring for an Executive Assistant role in our Headquarter office in Middletown, NJ! The Executive Assistant provides high-level administrative and operational support to the firm's executive, C-Suite leadership team. This role is responsible for supporting corporate compliance processes, licensing administration, and executive administration support. Serving as a central point of coordination, the Executive Assistant ensures accuracy, confidentiality, and timeliness across a wide range of administrative functions, while supporting day-to-day executive needs in a fast-paced environment. This position will be primarily based in the Middletown office, with limited opportunities for hybrid work.

Responsibilities will include:

Executive Administrative Support for C-Suite

Manage calendars

Coordinate lunch meetings

Register for conferences

Travel arrangements, flights, hotels, car service

Maintain Conference registrations and spreadsheet

Maintain Yearly Calendar for Executive Team Meetings

Prepare and submit monthly expense & mileage reports for CEO

Prepare and submit monthly Foundation statement to Accounting

Take notes at monthly Foundation Meetings

Additional administrative and cross-functional support as needed Insurance Administration

Work with insurance broker on renewal applications, electronic filing of policies and renewal documentation.

Daily insurance certificate requests, send request to broker, receive, file, send back to requestor.

Auto accident reporting and notifications. Compliance Administration

Entry of requests for State level or County events

Review all contribution requests for accuracy & compliance with guidelines

Attend weekly meetings and take notes

Process each request as pending, approved or no go.

Maintain Excel spreadsheet of all entries

Entry of check information in the portal, prepare letters for each check and mail

Maintain rsvp for all invites

Maintain corporate budgets and provide weekly update Qualifications:

Minimum of 8 years administrative experience

Exceptional organizational and time management skills.

High level of accuracy and precision, ensuring consistency and compliance across all tasks.

Demonstrated ability to handle highly sensitive corporate, financial, and personnel information with the utmost professionalism, discretion, and integrity.

Strong written and verbal communication skills, with the ability to interact clearly and professionally with executives, Board members, vendors, and staff.

Proficient in Microsoft Teams, Outlook, Excel.

Experience with travel, purchase and expense platforms preferred.

Proven ability to anticipate needs, identify issues, and resolve challenges proactively and efficiently.

Demonstrated experience coordinating and building effective working relationships across Executive Staff.

T&M Associates is committed to pay transparency and equitable compensation practices in compliance with applicable laws, including the New Jersey Equal Pay Act. T&M estimates that the salary range for this position will fall between $65,520- $85,280. The actual salary offered may vary within this range, depending on a variety of factors including the candidate's experience, educational qualifications, specific skills and knowledge, as well as internal pay equity and geographic location.

T&M Associates offers a competitive and comprehensive benefits package designed to support the health, well-being, and professional growth of our employees. Benefits include comprehensive insurance (medical, dental and vision), a 401(k) with company match, paid time off, flexible work schedules, wellness programs, and professional development opportunities - all within a people-first, award-winning hybrid work environment. See more details about benefits here.

New Hires must have documents indicating they are eligible to work in the United States. EEO/AA Employer.

For California based applicants, our CCPA-CRPA Privacy Notice can be found on our Careers page at