125 Administrative Assistants jobs in Philadelphia
Executive Administrative Assistant - C-Suite Support
19104 Philadelphia, Pennsylvania
$75000 Annually
WhatJobs
Posted 12 days ago
Job Viewed
Job Description
Our client is seeking a highly organized, proactive, and exceptionally detail-oriented Executive Administrative Assistant to provide comprehensive support to C-suite executives. This is a fully remote position, allowing you to contribute your expertise from the convenience of your home office. You will be entrusted with managing complex calendars, coordinating high-level meetings, preparing and editing sensitive documents, and facilitating seamless communication across the organization and with external stakeholders. The ideal candidate possesses outstanding interpersonal skills, a keen sense of discretion, and the ability to anticipate needs and manage priorities effectively in a fast-paced, remote environment. This role requires a mastery of office productivity software, advanced scheduling capabilities, and experience handling confidential information. You will be responsible for making travel arrangements, processing expense reports, and managing special projects as assigned. A proactive approach to problem-solving and a commitment to maintaining executive efficiency are paramount. The ability to adapt to changing priorities and maintain a high level of professionalism is essential. As a remote-first team, we leverage cutting-edge communication and collaboration tools to ensure seamless teamwork and productivity. You will serve as a key point of contact, ensuring smooth operations and providing critical support that enables our executives to focus on strategic initiatives. This position offers an excellent opportunity for a seasoned administrative professional to excel in a challenging and rewarding remote role.
Key Responsibilities:
Key Responsibilities:
- Manage and maintain complex executive calendars, scheduling meetings, appointments, and calls with internal and external parties.
- Coordinate domestic and international travel arrangements, including flights, accommodations, and ground transportation.
- Prepare, edit, and proofread confidential documents, presentations, and correspondence.
- Handle incoming and outgoing communications, screening calls and emails, and prioritizing urgent matters.
- Organize and prepare materials for meetings, including agendas, background documents, and minutes.
- Process expense reports and manage reimbursements accurately and in a timely manner.
- Conduct research and compile information for special projects and executive requests.
- Act as a liaison between executives and other departments, as well as external clients and partners.
- Maintain organized and confidential filing systems, both physical and digital.
- Proactively identify and resolve administrative issues and inefficiencies.
- Provide support for executive events and offsites as needed.
- Uphold the highest level of confidentiality and professionalism at all times.
- Proven experience as an Executive Assistant, Administrative Assistant, or similar role supporting C-suite executives.
- Exceptional organizational and time-management skills.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual collaboration tools.
- Excellent written and verbal communication skills.
- Strong interpersonal skills with the ability to interact professionally with individuals at all levels.
- High degree of discretion and confidentiality.
- Ability to multitask, prioritize, and manage a heavy workload in a remote setting.
- Proactive problem-solving skills and a resourceful approach.
- Experience with expense reporting and travel management systems.
- Bachelor's degree or equivalent experience preferred.
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0
Executive Administrative Assistant
19104 Philadelphia, Pennsylvania
$60000 Annually
WhatJobs
Posted 6 days ago
Job Viewed
Job Description
Our client is looking for a highly organized and proactive Executive Administrative Assistant to provide comprehensive support to senior leadership in Philadelphia, Pennsylvania, US . This role requires exceptional attention to detail, discretion, and the ability to manage complex schedules and confidential information. You will be responsible for managing calendars, coordinating travel arrangements (domestic and international), preparing meeting agendas and materials, and taking minutes. The ideal candidate will be adept at preparing reports, presentations, and correspondence with a high degree of accuracy and professionalism. You will serve as a primary point of contact for internal and external stakeholders, demonstrating excellent interpersonal and communication skills. Key responsibilities include managing office supplies, processing expense reports, and assisting with event planning and logistics. A strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential, along with experience using video conferencing tools. The ability to anticipate needs, prioritize tasks effectively, and maintain a calm demeanor under pressure is crucial. This position demands a proactive approach to problem-solving and a commitment to providing seamless support. A minimum of 3 years of experience in an administrative support role, preferably supporting C-suite executives, is required. A bachelor's degree or equivalent combination of education and experience will be considered. This is a demanding yet rewarding position for an individual who thrives in a fast-paced corporate environment and is dedicated to ensuring the smooth operation of executive functions. The successful candidate will be a trusted advisor and a vital part of the team, contributing to the overall efficiency of the organization.
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1
Executive Administrative Assistant
19102 Philadelphia, Pennsylvania
$65000 Annually
WhatJobs
Posted 6 days ago
Job Viewed
Job Description
Our client, a leading financial services firm, is seeking a highly organized and proactive Executive Administrative Assistant to provide comprehensive support to their senior leadership team. This role requires exceptional attention to detail, discretion, and the ability to manage a wide range of administrative tasks efficiently. You will be responsible for managing complex calendars, coordinating travel arrangements, preparing correspondence, and acting as a gatekeeper to ensure the smooth operation of the executive office. The ideal candidate will possess excellent communication skills and a polished professional demeanor.
Key Responsibilities:
Qualifications:
Key Responsibilities:
- Manage and maintain complex calendars for multiple executives, including scheduling meetings, appointments, and calls.
- Coordinate domestic and international travel arrangements, including flights, accommodations, and ground transportation.
- Prepare and edit correspondence, reports, presentations, and other documents with a high degree of accuracy.
- Screen and prioritize incoming communications, including emails, calls, and mail, responding or referring as appropriate.
- Serve as a liaison between executives and internal/external stakeholders, ensuring clear and timely communication.
- Organize and prepare materials for meetings, including agendas, background documents, and minutes.
- Handle confidential information with the utmost discretion and professionalism.
- Manage expense reports and reconcile corporate credit card statements.
- Assist with the planning and coordination of executive events and off-sites.
- Maintain and organize physical and digital filing systems.
- Conduct research and gather information as requested by executives.
- Proactively anticipate the needs of the executives and manage tasks accordingly.
- Provide general administrative support, including office supply management and vendor relations.
- Troubleshoot and resolve administrative issues as they arise.
- Ensure a professional and welcoming environment for visitors.
Qualifications:
- Associate's or Bachelor's degree in Business Administration or a related field is preferred.
- Minimum of 5 years of experience providing high-level administrative support to senior executives.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.
- Exceptional organizational and time management skills, with the ability to multitask effectively.
- Strong written and verbal communication skills.
- Excellent interpersonal skills and the ability to build rapport with diverse individuals.
- High level of discretion, integrity, and professionalism.
- Experience with calendar management, travel coordination, and expense reporting.
- Ability to work independently and proactively in a fast-paced environment.
- Familiarity with financial services industry terminology is a plus.
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2
Executive Administrative Assistant
19103 Philadelphia, Pennsylvania
$70000 Annually
WhatJobs
Posted 7 days ago
Job Viewed
Job Description
Our client is seeking a highly organized, proactive, and polished Executive Administrative Assistant to provide comprehensive support to senior leadership in Philadelphia, Pennsylvania, US . This role demands exceptional attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment. Working within a hybrid model, you will balance on-site responsibilities with remote flexibility, ensuring seamless support for executives. The ideal candidate is a master of scheduling, communication, and office management, acting as a key point of contact and facilitator. Responsibilities will include:
- Managing complex and dynamic executive calendars, including scheduling meetings, appointments, and travel arrangements.
- Coordinating domestic and international travel, including flights, accommodations, and itineraries.
- Preparing correspondence, reports, presentations, and other documents as needed.
- Screening and prioritizing incoming communications, including emails and phone calls.
- Organizing and preparing for meetings, including creating agendas, taking minutes, and distributing follow-up actions.
- Handling confidential information with the utmost discretion and professionalism.
- Assisting with event planning and coordination for internal and external meetings.
- Managing office supplies, equipment, and vendor relationships.
- Providing general administrative support, such as filing, data entry, and expense reporting.
- Acting as a liaison between executives and internal/external stakeholders.
- Anticipating needs and proactively addressing potential issues.
- Maintaining a high level of professionalism and positive attitude.
- High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
- Minimum of 5 years of experience providing administrative support to senior executives.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools.
- Excellent organizational, time management, and multitasking skills.
- Strong written and verbal communication abilities.
- Demonstrated ability to handle confidential information with integrity.
- Proactive problem-solving skills and a resourceful approach.
- Ability to adapt to changing priorities and work effectively in a hybrid environment.
- Professional demeanor and strong interpersonal skills.
- Experience with calendar management software and travel booking platforms.
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3
Executive Administrative Assistant
19102 Philadelphia, Pennsylvania
$60000 Annually
WhatJobs
Posted 8 days ago
Job Viewed
Job Description
Our client is looking for a highly organized and proactive Executive Administrative Assistant to provide comprehensive support to senior leadership in Philadelphia, Pennsylvania, US . This hybrid role requires a blend of in-office collaboration and remote flexibility, ensuring efficient operations and seamless executive support. You will manage complex calendars, coordinate intricate travel arrangements, prepare confidential documents, and act as a gatekeeper to ensure optimal time management for executives. The ideal candidate will possess exceptional interpersonal skills, a keen eye for detail, and the ability to anticipate needs and solve problems discreetly and efficiently. Strong proficiency in office productivity software, excellent communication abilities, and a professional demeanor are essential. You will play a key role in facilitating smooth day-to-day operations and supporting strategic initiatives. Responsibilities include:
- Manage and maintain complex calendars for multiple executives, including scheduling meetings, appointments, and conference calls.
- Coordinate domestic and international travel arrangements, including flights, accommodations, and itineraries.
- Prepare and edit correspondence, reports, presentations, and other documents with a high degree of accuracy.
- Screen and prioritize incoming communications, responding to routine inquiries on behalf of executives.
- Organize and manage confidential files and records, ensuring data integrity and security.
- Prepare meeting agendas, take minutes, and track action items for follow-up.
- Liaise with internal departments and external contacts to facilitate information flow and coordination.
- Assist with event planning and coordination for executive meetings and company functions.
- Manage expense reports and reimbursements for executives.
- Anticipate executive needs and proactively address potential issues.
- Handle ad-hoc projects and assignments as requested by executives.
- Maintain a professional and discreet demeanor at all times.
- Associate's or Bachelor's degree in Business Administration, Communications, or a related field preferred.
- Minimum of 5 years of experience providing high-level administrative support to executives.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual collaboration tools.
- Exceptional organizational and time-management skills, with the ability to multitask and prioritize effectively.
- Excellent written and verbal communication skills.
- Strong problem-solving abilities and a proactive, detail-oriented approach.
- Discretion and the ability to handle confidential information with integrity.
- Experience with calendar management, travel booking, and expense reporting systems.
- Ability to adapt to a hybrid work model and maintain productivity in both remote and in-office settings.
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4
Executive Administrative Assistant
19104 Philadelphia, Pennsylvania
$65000 Annually
WhatJobs
Posted 9 days ago
Job Viewed
Job Description
Our client is seeking a highly organized, proactive, and professional Executive Administrative Assistant to provide comprehensive support to senior leadership. This role is based in our corporate office in Philadelphia, Pennsylvania, US and requires the candidate to be on-site. You will be the gatekeeper, ensuring the smooth and efficient operation of the executive office. The ideal candidate is discreet, possesses exceptional communication skills, and has a proven ability to anticipate needs, manage complex schedules, and handle confidential information with the utmost integrity.
Responsibilities:
Qualifications:
Responsibilities:
- Manage and maintain complex calendars for multiple executives, including scheduling meetings, appointments, and travel arrangements.
- Prepare and edit correspondence, reports, presentations, and other documents.
- Coordinate domestic and international travel arrangements, including flights, accommodation, visas, and itineraries.
- Screen and prioritize incoming communications, including emails and phone calls.
- Prepare for meetings by gathering necessary documents, taking minutes, and following up on action items.
- Manage expense reports and process invoices in a timely manner.
- Act as a liaison between executives and internal/external stakeholders.
- Maintain and organize confidential files and records.
- Assist with special projects and event planning as needed.
- Handle sensitive and confidential information with discretion and professionalism.
- Manage office supplies and maintain a well-organized workspace.
- Anticipate the needs of executives and proactively address them.
Qualifications:
- Associate's or Bachelor's degree in Business Administration, Office Management, or a related field.
- 5+ years of experience as an Administrative Assistant or Executive Assistant supporting C-level executives.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and calendar management tools.
- Excellent organizational and time management skills.
- Strong written and verbal communication skills.
- High level of discretion and confidentiality.
- Ability to multitask and prioritize effectively in a fast-paced environment.
- Proactive problem-solving skills and attention to detail.
- Professional demeanor and strong interpersonal skills.
- Experience with travel booking and expense reporting systems.
Apply Now
5
Executive Administrative Assistant
19102 Philadelphia, Pennsylvania
$65000 Annually
WhatJobs
Posted 10 days ago
Job Viewed
Job Description
Our client is seeking a highly organized and proactive Executive Administrative Assistant to support their leadership team in a fully remote capacity. This role is vital in ensuring the smooth and efficient operation of executive functions, managing complex schedules, and facilitating seamless communication. You will be responsible for managing calendars, coordinating meetings and travel arrangements, preparing reports and presentations, and handling confidential information with discretion. As a remote-first position, exceptional time management, strong communication skills, and the ability to anticipate needs are paramount. You will serve as a key point of contact for internal and external stakeholders, demonstrating professionalism and a commitment to excellence. The ideal candidate will possess extensive experience supporting senior executives, a keen eye for detail, and proficiency in office productivity software such as Microsoft Office Suite or Google Workspace. Responsibilities include filtering correspondence, managing incoming requests, organizing and maintaining files, and proactively identifying and resolving administrative challenges. You will also assist with project coordination and follow-up on action items to ensure timely completion. The ability to work independently, prioritize tasks effectively, and maintain a high level of confidentiality is essential. We are looking for a dedicated individual who is adaptable, resourceful, and thrives in a fast-paced environment. This role offers the flexibility to work from anywhere, allowing you to provide comprehensive support while enjoying the benefits of remote work. If you are a polished and efficient administrative professional looking for a challenging and rewarding remote opportunity, we invite you to apply.
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6
Executive Administrative Assistant
19102 Philadelphia, Pennsylvania
$60000 Annually
WhatJobs
Posted 13 days ago
Job Viewed
Job Description
Our client is seeking a highly organized, proactive, and experienced Executive Administrative Assistant to provide comprehensive support to senior leadership in their Philadelphia, Pennsylvania, US office. This pivotal role requires impeccable attention to detail, exceptional communication skills, and the ability to manage multiple priorities in a fast-paced environment. You will be responsible for managing complex calendars, coordinating domestic and international travel arrangements, preparing and editing correspondence, reports, and presentations, screening and prioritizing incoming communications, and acting as a liaison between executives and internal/external stakeholders. Other duties include preparing meeting agendas, taking minutes, organizing and maintaining physical and digital filing systems, processing expense reports, and anticipating the needs of the executives you support. A minimum of 3-5 years of experience supporting C-level executives is required. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential, as is experience with video conferencing tools and other relevant office technologies. The ideal candidate will possess excellent interpersonal skills, a high level of discretion and confidentiality, strong problem-solving abilities, and the capacity to work independently with minimal supervision. A bachelor's degree is preferred, but equivalent work experience will be considered. This hybrid role requires flexibility, with some days in the office and some days remote, enabling a balance of collaboration and focused work. You will be an integral part of the executive team, contributing to the smooth and efficient operation of the organization. If you are a polished professional with a strong work ethic and a passion for providing top-tier administrative support, we invite you to apply.
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7
Executive Administrative Assistant
19104 Philadelphia, Pennsylvania
$65000 Annually
WhatJobs
Posted 14 days ago
Job Viewed
Job Description
Our client is seeking a highly organized and proactive Executive Administrative Assistant to provide comprehensive support to senior leadership. This is a fully remote, position, offering flexibility and the opportunity to work from anywhere within the United States. You will be instrumental in ensuring the smooth operation of daily administrative tasks and in managing complex scheduling. Your responsibilities will include managing calendars, coordinating meetings and travel arrangements, preparing reports and presentations, and handling correspondence with professionalism and discretion. The ideal candidate will possess exceptional communication and interpersonal skills, a keen eye for detail, and the ability to multitask effectively in a fast-paced, virtual environment. Experience with standard office software suites and virtual collaboration tools is essential. We are looking for an individual who is a self-starter, capable of anticipating needs and independently resolving issues. A strong understanding of corporate etiquette and confidentiality is paramount. This role requires a dedicated professional who can maintain high levels of productivity and contribute positively to the team's success, all while working remotely.
Key Responsibilities:
Qualifications:
Key Responsibilities:
- Manage and maintain complex calendars for executives, including scheduling appointments, meetings, and calls.
- Coordinate domestic and international travel arrangements, including flights, accommodations, and ground transportation.
- Prepare, edit, and proofread documents, reports, and presentations.
- Handle incoming and outgoing correspondence, screening and prioritizing communications.
- Serve as a liaison between executives and internal/external stakeholders.
- Assist with expense reporting and budget tracking.
- Maintain organized digital and physical filing systems.
- Provide support for special projects as needed.
- Ensure seamless remote work operations by utilizing available technologies effectively.
- Anticipate needs and proactively address potential issues to ensure efficient workflow.
Qualifications:
- Proven experience as an Executive Administrative Assistant or in a similar role.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
- Excellent command of virtual communication and collaboration tools (e.g., Zoom, Slack, Microsoft Teams).
- Outstanding organizational and time management skills.
- Strong written and verbal communication abilities.
- High level of discretion and confidentiality.
- Ability to work independently and as part of a remote team.
- Experience supporting multiple executives is a plus.
- Bachelor's degree or equivalent experience.
Apply Now
8
Executive Administrative Assistant
19103 Philadelphia, Pennsylvania
$60000 Annually
WhatJobs
Posted 16 days ago
Job Viewed
Job Description
Our client is looking for a highly organized and proactive Executive Administrative Assistant to provide comprehensive support to senior leadership in **Philadelphia, Pennsylvania, US**. This role requires exceptional attention to detail, strong interpersonal skills, and the ability to manage multiple priorities with discretion and efficiency. The ideal candidate will be a master of logistics, anticipating needs and ensuring the smooth operation of daily administrative functions.
Responsibilities:
Qualifications:
Responsibilities:
- Manage and maintain complex calendars, scheduling meetings, appointments, and travel arrangements for executives.
- Coordinate domestic and international travel, including flights, accommodations, visas, and ground transportation.
- Prepare, proofread, and edit correspondence, reports, presentations, and other documents.
- Handle confidential information with the utmost discretion and integrity.
- Organize and manage executive filing systems, both physical and digital.
- Prepare meeting agendas, take minutes, and track action items.
- Assist with event planning and coordination for team meetings, off-sites, and company gatherings.
- Manage expense reports and budget tracking for assigned executives.
- Act as a liaison between executives and internal/external stakeholders.
- Perform general administrative duties, such as answering phones, managing mail, and ordering supplies.
- Provide a high level of professional service and support, often anticipating needs before they arise.
- Handle ad-hoc projects and tasks as assigned by the executive team.
Qualifications:
- High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
- Minimum of 3-5 years of experience supporting C-level executives or senior management.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual collaboration tools.
- Exceptional organizational and time management skills.
- Excellent written and verbal communication abilities.
- Discretion and experience handling sensitive and confidential information.
- Ability to multitask, prioritize, and adapt to changing demands in a fast-paced environment.
- Strong problem-solving skills and a proactive approach.
- Professional demeanor and strong interpersonal skills.
- Experience with travel booking and expense management systems.
Apply Now
9