Executive Assistant

2 weeks ago

Philadelphia, United States Community Veterinary Partners Full time
Job DescriptionJob Description

Executive Administrative Assistant

Location: Hybrid – Support Center in Philadelphia 2-3 days/week

Reports to: Vice President, HR/Chief Financial Officer/Chief Operating Officer

SUMMARY

The Executive Administrative Assistant provides high-level administrative support to the executive team by handling information requests, calendar requests, performing clerical functions such as preparing correspondence, receiving visitors, scheduling meetings, and maintaining the executive’s calendar. This role requires a high degree of professionalism, discretion, and organizational skills.

ESSENTIAL DUTIES & RESPONSIBILITIES

  • Manage and maintain executive schedules for HR, Finance & Operations, including meetings, appointments, travel arrangements, and conference calls.
  • Coordinate department meetings based on the need of the function – either weekly, monthly or quarterly and as needed.
  • Prepare and edit correspondence, communications, presentations, and other documents as needed.
  • Handle confidential information with discretion and ensure that sensitive matters are dealt with appropriately.
  • Act as a point of contact between the executive and internal/external contacts.
  • Coordinate department meetings based on the needs of the function and secure space/time for meetings, including gathering and preparing materials.
  • Develop event budgets, track expenses, and ensure that events stay within financial limits.
  • Manage on-site events to ensure that all event aspects run smoothly and efficiently.
  • Plan, coordinate, and execute logistics for support center events, conferences, and executive offsites.
  • Arrange travel itineraries, accommodations, and transportation as necessary.
  • Prepare detailed travel plans, itineraries, and agendas; compile documents for travel-related meetings.
  • Screen and respond to incoming calls for the Support Center, redirecting them to the appropriate department as necessary.
  • Assist in the preparation of reports and/or presentations for executive-level meetings.
  • Manage special projects and initiatives as directed by leadership.
  • Manage the executive’s expense reports, including the preparation, submission, and reconciliation of expenses.
  • Maintain and organize the Support Center files as needed.
  • Adapt to changing priorities and assist in other areas as needed.

SUPERVISORY RESPONSIBILITIES

• This position currently has no formal supervisory duties

EDUCATION & EXPERIENCE

• Bachelor's Degree preferred or commensurate professional experience in administrative position(s)

• 3-5 years’ experience in executive administrative role

• Strong planning and organizational skills

• Excellent communication skills

COMPETENCIES

  • Strong organizational and time-management skills, with the ability to prioritize and manage multiple tasks simultaneously.
  • Excellent verbal and written communication skills.
  • High level of proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
  • Ability to work independently with minimal supervision and handle a high level of responsibility.
  • Professional demeanor, with strong interpersonal skills and the ability to interact effectively with all levels of the organization.
  • Discretion and confidentiality are crucial.

COMPUTER SKILLS

MS Outlook, MS Teams, MS Excel, MS Word, MS PowerPoint

TRAVEL REQUIREMENTS

Limited

PHYSICAL DEMANDS

Regularly required to talk or hear. This is largely a sedentary role; however, some filing may be required involving stooping, bending etc.

WORKING ENVIRONMENT

  • Full-time position, typically Monday through Friday.
  • Fast-paced environment with the need for flexibility and adaptability.

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