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.

ESSENTIAL JOB DUTIES OR TASKS:

  • 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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