Job Description

Job Overview

We’re looking for a highly proactive, detail-oriented, and forward-thinking Principal Executive Assistant to partner directly with a senior executive in our organization. This is far more than a traditional administrative role, we’re seeking someone who anticipates needs, asks the right questions, and ensures the executive stays focused on what matters most. 

This role requires a strong sense of ownership, exceptional communication and organizational skills, and the ability to handle high-level interactions with discretion and polish. You should be energized by problem-solving, comfortable managing complex priorities, and constantly looking for ways to optimize the executive’s day and improve team operations. 

About Us

When you join iCIMS, you join the team helping global companies transform business and the world through the power of talent. Our customers do amazing things: design rocket ships, create vaccines, deliver consumer goods globally, overnight, with a smile. As the Talent Cloud company, we empower these organizations to attract, engage, hire, and advance the right talent. We’re passionate about helping companies build a diverse, winning workforce and about building our home team. We're dedicated to fostering an inclusive, purpose-driven, and innovative work environment where everyone belongs.

Responsibilities

Act as a strategic partner to the executive by understanding business goals, anticipating needs, and proactively ensuring they are prepared for meetings, deadlines, and decisions. 
Own complex calendar management by scheduling, prioritizing, and resolving conflicts with minimal guidance—often weeks in advance. 
Prepare for meetings in advance, including pre-reading, briefing materials, and logistics. Ask questions and follow up to ensure nothing slips through the cracks. 
Provide onsite oversight and coordination for in-person meetings, events, and executive engagements at the Holmdel, NJ headquarters, ensuring seamless execution and a polished experience for all attendees. 
Manage and coordinate domestic and international travel, complete detailed itineraries, and reconcile expense reports with accuracy and timeliness. 
Serve as the executive’s gatekeeper and liaison, managing information flow with discretion and handling confidential communications. 
Work cross-functionally with other Executive Assistants, internal stakeholders, and leadership teams to coordinate initiatives and ensure alignment. 
Track and help drive completion of key projects and deliverables, following up with the appropriate stakeholders and flagging risks early. 
Organize documents and digital files, ensuring quick and easy access to relevant materials, and maintain proper filing and retention practices. 

Qualifications

8+ years of experience supporting C-suite or senior-level executives in a fast-paced, dynamic environment. 
A proactive communicator who asks insightful questions to anticipate needs and minimize surprises. 
Strong calendar and time management skills, with the ability to juggle priorities, solve scheduling challenges, and stay several steps ahead. 
Experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with Concur or similar travel/expense platforms is preferred. 
Exceptional judgment and discretion in handling sensitive and confidential information. 
Ability to thrive in a fast-moving, high-growth company, demonstrating calm, confidence, and decisiveness under pressure. 
Strong writing and editing skills, with a knack for drafting clear, concise, and professional communications. 
A team player mindset, balanced with a self-starter attitude, you’re resourceful and independent but know when to collaborate. 
Strong emotional intelligence, with the ability to build trust across all levels of the organization. 
High attention to detail, solution-oriented, and relentlessly organized.