Executive Administrative Assistant

Position Summary

The Executive Admin will be responsible for administrative and support functions in a high-energy, fast-paced environment, ensuring that all aspects of executive schedules, meetings, engagements and travel run smoothly.

This is an in-person position, 5 days in office required in Bala Cynwyd, PA.

Responsibilities

Maintains and manages the overall administrative support for executives

Manages active calendar of appointments, schedules meetings, coordinates travel

Composes and prepares correspondence, plan itineraries and agendas

Screens incoming calls and emails, prioritizing and ensuring prompt follow-up

Prioritizes and follows up on incoming issues and concerns, including those of sensitive/confidential nature; Determines appropriate course of action or response

Communicates on behalf of executives and serves as a gatekeeper

As initial point of contact, exhibits a professional and friendly demeanor that reflects executive approach

Provides clear and direct communication between executives and internal departments

Partners effectively to keep executives well informed of upcoming commitments and responsibilities

Assists in all aspects of preparation for meetings to ensure maximum productivity, including using meeting technology

Coordinates and prepares agendas for meetings and distributes notes accordingly

Prepares and reconciles expense reports

Create memos, letters, reports and distribute as needed

Prioritizes and handles various matters proactively, and follows through on projects to successful completion; able to meet deadlines

Successfully completes all aspects of deliverables with a hands-on approach that facilitates the executive's ability to lead the company effectively

Requirements

Min 3-5 years' experience, preferably in supporting a C-level executive

Bachelor's degree preferred

Proficient in Microsoft Office (Word, Excel, PowerPoint, Teams, SharePoint etc.) and Zoom

Strong organizational skills that reflect the ability to perform and prioritize multiple priorities with excellent attention to detail

Excellent communication - verbal, written and interpersonal skills

Ability to build strong relationships

Highly resourceful with the ability to be extremely effective independently

Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of service

Team player with a professional demeanor and positive attitude