Executive Administrative Assistant

4 weeks ago

Philadelphia, United States AppleOne Employment Services Full time

The Executive Assistant will serve as the primarycontact for a C-Suite executive, providing exposure to various organizational functions. This role demands exceptional communication skills, a professional demeanor, and strong analytical abilities. The ideal candidate will understand executive needs, anticipate issues, and manage them with calm and sophistication. Confidentiality and professional composure under pressure are essential. In this role, you will provide a broad rangeof administrative supportto a C-suite level executiveand to a lesser extent,some basic support for their local direct reports.


Responsibilities include prioritizing inquiries, arranging global travel, completing expense reports, scheduling meetings, managing calendars, processing invoices, and routinginformation efficiently. The position offers opportunities to engage in key areas, learn about the company, and build a global network.Depending on the candidate’s career and growth aspirations, this position can be adjustedto special projectsin a variety of areas including but not limitedto business reviews,communication, event planning,change management, and project management.



In this role you will:

  • Work closelyand effectively to keep the executive well-informed of upcoming commitments and responsibilities, following up and adjusting appropriately.
  • Prioritize conflicting needs; handle all matters expeditiously, proactively and followthrough on projectsto successful completion often with deadline pressures.
  • Utilize a PC, MS Office Softwareand related softwareand technology to accomplish assignments.
  • Receive and respond to routine correspondence following established procedures not requiring management review.
  • Manage and maintain daily calendars and resolve scheduling conflicts, schedules variousmeetings and appointments.
  • Arrange complex and detailed global travel arrangements, detailed itineraries, and agendas (including international air, hotel, car, etc.) for the client base, following up and adjusting real time as changesarise.
  • Resourcefully network across the organization to solve challenges and execute on daily work.
  • Reconcile and maintain expenserecords, statements, and invoices.
  • Create, transcribe, and distribute meeting agendas and minutes.
  • Maintain files documents appropriately while ensuring compliance with records management requirement.
  • Create and maintainExcel and other databases.
  • Support department-related work including meetingpreparation, planning, scheduling, and processing purchase order requisitions.
  • Participate in project-based work as needed,while focusing on the coordination and prioritization of normal daily work.


Minimum Requirements

  • To be considered for this opportunity, the individual must possess the following:
  • Highschool diploma required.
  • 5+ years related experience supporting leadersin an administrative capacity.
  • Experience workingin a corporate environment with both internaland external stakeholders.
  • Exceptional verbal and written communication skills with attention to detail and executive presence
  • Proficiency in MS Officeincluding Outlook & Teams (managing multiple calendars/email boxes & use of meeting tools) with a demonstrated ability to learn other technology and systems quickly.
  • Ability to anticipate needs and proactively source/find solutions with and without direct supervision.
  • Ability to work in a fast-paced environment and prioritize and organize work under tight deadlines and changing priorities.


Preferred qualifications also include:

  • Associate or bachelor's degree preferred.
  • Experience supporting similar Executive level leaders.
  • Experience with use of analytical skills,Excel, building/editing presentations PowerPoint and/or project management experience.

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