Executive Assistant

Philadelphia , PA 19106 US

Post Date: 05/09/2018 Job ID: 31470 Industry: Architectural Pay Rate: 40K-55K/year + benefits

temp-to-perm or direct hire, depending on experience and fit

A design firm in Center City, Philadelphia is looking for an Executive Assistant! Full-time, 9am - 6pm; 40K-55K/year + benefits!

The Executive Assistant handles a wide range of matters of organizational importance.  The Executive Assistant serves as liaison between the Executive and his/her direct-reporting team; generally works behind the scenes to solve problems, mediate disputes and deal with issues before they reach the Executive; acts as a confidante and advisor to the Executive and a sounding board for ideas. This person must be creative, articulate, intellectual, thick-skinned, decisive, and adaptable to stress (working additional hours as needed). The ideal candidate will have a passion for the arts or design and have a background in academia.

The Executive Assistant builds collaborative relationships other Executive Assistants, department heads and staff, and is responsible for coordinating a broad range of high-level projects including the development and implementation of operational plans and policies to help ensure organizational effectiveness and attainment of priorities consistent with the company's strategic plan.


  • Works closely with the CEO
  • Serves as the principal support for the Executive, handling matters of organizational importance as requested and as appropriate
  • Anticipates the Executive's needs and assures that he/she has prepared materials well in advance of events and meetings
  • In consultation with the Executive, prepares agendas for internal and external meetings
  • Manages the annual performance evaluation review schedule for the Executive and his/her team
  • Conducts research as necessary on issues of importance and sensitivity; producing briefing materials and information for the Executive and/or external constituents
  • Assists the Executive with analyzing and managing correspondences and reports; monitors and ensures timely action on emails and internal/external communications on behalf of the Executive
  • Coordinates team meetings with the Executive and Project Managers and ensures follow up on projects assigned by the Executive
  • Understands all organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed
  • Acts as the Executive's representative and ambassador to external constituents as directed
  • Leads and manages special projects as assigned
  • Works with the Executive to prepare letters of agreement, proposals, contracts, leases and other legal documents and agreements
  • Arranges detailed domestic and international travel itineraries
  • Manages the Executive's complex calendar
  • Manages and prepares Executive's expense reports
  • Other duties as assigned

Proficiency in Microsoft Office Suite including Word, Excel and PowerPoint

Tech savvy

Must be creative, articulate, intellectual, thick-skinned, decisive, and adaptable to stress (working additional hours as needed)

Must have a passion for the arts or design

Background in academia is a plus

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