Executive Assistant

Title: Executive Assistant / Personal Assistant

Reports to: Founder & Co-Founder

Location: 26 E. Athens Avenue, Ardmore PA 19003

About Rogers Counsel & Legalty:

Rogers Counsel is a different kind of law firm. Our knowledgeable and experienced attorneys advocate tirelessly for our clients, and we are committed to delivering the highest levels of service, including timely and clear communication.

Legalty is an affiliated company, and more than just a title company. It's a team of experienced professionals who want to ensure dreams of home ownership and real estate investments are secure by providing comprehensive title insurance and legal services. We're real estate law gurus, solution-oriented, and guide our clients to protect their best interests. We recognize the transaction is so much bigger than the paperwork involved, so we work hard in order to celebrate the wins with our customers and our team.

Our work benefits local communities. We support various non-profits that dedicate their mission to providing homes and shelter to others because every person deserves a healthy, safe, and affordable place to call home.

Position Summary:

The Executive Assistant provides high level administrative support to the Founder and Co-Founder in a fast-paced and changing environment. The Executive Assistant's role is highly dynamic and often requires adaptability, strong organizational skills, excellent communication, and a keen attention to detail. This professional plays a crucial part in enabling the Founders to focus on strategic leadership and decision-making while efficiently managing day-to-day operations.

This role combines direct support for members of the leadership team and also requires ad-hoc support to a number of wide-ranging company projects and initiatives. Applicants must have a strong work ethic, excellent communication skills and enjoy working within an entrepreneurial environment. Additionally, will have the ability to exercise good judgment in a diversity of situations and the ability to maintain a realistic balance among multiple priorities. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Essential Duties:

·      Administrative – Completes a broad variety of administrative tasks that facilitate the Founder’s ability to effectively lead the organization, including assisting with special projects; designing and producing documents, reports, and presentations; composing and preparing correspondence; maintaining contact lists; making travel arrangements.

·      Communication Management – Answer telephones and act as receptionist for Founder. Screening and prioritizing emails, drafting responses, and ensuring that important communications receive prompt attention. Format information for internal and external communication – memos, emails, presentations, reports.

·      Scheduling & Calendar Management –Responsible for calendar management, including scheduling and arranging meetings/conferences, travel, and lodging. Anticipates Founder’s needs in advance of meetings. Works closely with the Founder to keep them well informed of upcoming commitments and responsibilities, following up appropriately.

·      Meeting Preparation - Preparing and organizing materials for meetings, including agendas, presentations, and relevant documents. The executive assistant may also attend meetings, take notes, and ensure follow-up actions are tracked. Coordinates the CEO’s outreach activities; follows up on contacts made by the CEO to cultivate ongoing relationships.

·      Organize - Organize incoming information such as phone calls, voicemail messages, emails, and memos and report details to an executive.

·      Document Management - organizing important documents, reports, and files. This includes maintaining a well-organized filing system, both physical and digital.

·      Point of Contact – Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Founder, including those of a highly confidential or critical nature; prioritizes and determines appropriate course of action, referral, or response, exercising judgement to reflect Founder’s style and organization policy.

·      Gatekeeping – Managing and screening incoming calls, visitors, and requests for the Founder’s time. Providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the team. Act as the point of contact among CEO and partners, employees, and other external stakeholders.

·      Manage - Information flow in a timely and accurate manner as well as sensitive matters with a high level of confidentiality and discretion.

·      Project Management – Other projects/duties as assigned for the overall benefit of the organization.

·      Troubleshooting – Prioritizes inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements. Investigates and reconciles issues.

·      Task Delegation - Assisting the CEO in delegating tasks to other team members and tracking the progress of those tasks to ensure they are completed.

·      Project Support - Assisting with special projects and initiatives, which may involve research, data analysis, and coordination among various team members.

·      Event Coordination - Organizing and coordinating company events, board meetings, and conferences, including logistics, catering, and guest arrangements.

·      Information Flow - Ensuring a smooth flow of information between the CEO and other team members, departments, and external partners.

·      Technology Support - Assisting the CEO with technology-related tasks, such as setting up and troubleshooting devices, managing software applications, and staying up-to-date with relevant technology.

·      Time Management - Advising the CEO on time management and prioritization of tasks to ensure optimal productivity.

·      Personal Tasks - Executive assistants may handle personal tasks for the CEO, such as managing personal appointments, household services, or family-related matters.

·      Confidentiality - Maintaining the highest level of confidentiality regarding sensitive company information and executive decisions.

Education Requirement:

Bachelor’s Degree is preferred. A minimum of 5 years of related work experience is also required.

Qualifications and Attributes:

·      Excellent written and verbal communication skills, including strong proofreading skills.

·      Exceptional project, time management and organizational skills – ability to maintain focused and multi-task while adhering to deadlines on multiple projects and priorities. Comfortable meeting deadlines and handling confidential information.

·      Flexible – ability to adapt to changing tasks and expectations, shifting priorities, demands and timetables.

·      Ability to maintain the highest level of confidentiality and professionalism.

·      Able to work well independently and in a team environment, while working confidentially with discretion.

·      Excellent attention to detail with strong follow up and calendar management skills.

·      Excellent interpersonal skills - ability to interface and communicate/collaborate at all levels internally and externally. Establish and maintain effective working relationships with others.

·      Work independently with little or no supervision; must be resourceful and take initiative even when given minimal direction.

·      Outstanding organizational and time management skills.

·      Excellent communication skills – both oral and written.

·      Strong interpersonal and relationship building skills with demonstrated ability to deal effectively with all levels of the organization.

·      Familiar with budget systems/bookkeeping.

·      Excellent analytical thinking and initiative skills.

·      Strong follow up and calendar management skills.

·      Polite, welcoming, and approachable attitude.

·      Adherence to the Company’s mission and values in all aspects of job performance.

·      Discretion and confidentiality.

·      Knowledge of Microsoft Programs including, but not limited to Microsoft Word, Excel, Power Point, and Outlook.

Required Applications:

Standard workplace applications with advanced proficiency in Microsoft Word, Outlook, Excel and PowerPoint.

Preferred Additional Qualifications:

·   Previous work in a law office or real estate office.

·   C-suite executive experience.

·   Reliable means of transportation (may be occasionally tasked with errands that require driving short distances).

Compensation:

Salary commensurate with experience. Benefits include health insurance, PTO, and 401K.