Executive Assistant

We're Hiring : Executive Assistant!

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to our executive team. The ideal candidate will be a detail-oriented professional who can manage multiple priorities, handle confidential information with discretion, and serve as a key liaison between executives and stakeholders.

Location : Philadelphia, PA

Work Mode :  On-site

Role : Executive Assistant

Job Responsibilities :

Provide high-level administrative support. Create invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.

Manage and maintain schedules

Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives

Make travel arrangements for executives / senior leaders

Answer phone calls and messages and direct calls / emails to appropriate parties or take messages

Communicate with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or email.

Organize, facilitate and supervise all activities of the assigned office; make autonomous decisions with respect to the senior leader’s time commitments; strategically organize the priorities relative to his / her schedule; respond on the leader’s behalf to numerous internal and external inquiries while making independent decisions about which opportunities the leader should pursue; define the scope of work for proposed activities related to the senior leader

Project management : Provide smooth and efficient management of complex projects

Manage, plan and coordinate the implementation of all activities for the Office

Coordinate and arrange important meetings

Other duties and responsibilities as assigned

Qualifications :

Bachelor of Arts, Bachelor of Science, and 3 to 5 years of experience — or equivalent combination of education and experience — is required

Additional Notes :

Candidate from a University is a huge plus

Current contractor attached — the client would like a similar candidate

High-functioning EA , someone like a Legal Assistant

Creating invoices, reports, financial statements

Must be tech savvy

Preparing and assisting in preparation of complex materials

Supporting Dr. Frances Jensen (Chair, Department of Neurology)

Travel management experience

Strong communication skills and professional email communication required

Bachelor of Arts and 3–5 years of experience is required