Senior Executive Assistant
Location: Philadelphia
Our client, the largest health benefits captive in the country, is looking for a Senior Executive Assistant to support their executive leadership team and manage a team of three Executive Assistants.
This is a full-time, permanent position that will be a hybrid of working from home as well as in-person in the Philadelphia office.
**NOT OPEN TO RELOCATION AT THIS TIME**
About the Position
The person in this role must grasp business priorities, proactively anticipate needs, and implement process improvements to enhance the leadership team’s efficiency. The Senior Executive Assistant must demonstrate a high level of professionalism, manage competing priorities in a fast-paced environment, and own calendars and travel schedules for C-Level executives. The ideal candidate should have strong project and people management skills in a team environment and cultivate strong working relationships. .
Essential Job Functions:
- Completes a broad variety of administrative tasks including: managing an extremely active calendar of appointments, completing expense reports; composing and preparing correspondence that is often confidential; arranging complex and detailed international and domestic travel plans, itineraries, and agendas; and compiling documents for international travel-related meetings.
- Takes the lead on ensuring follow through on outstanding items and deliverables including placing proactive calls on their behalf where needed.
- Plans, coordinates and ensures the schedule is followed and respected.
- This means ensuring acceptance, decline or proposal of new time for key meetings and daily follow up to ensure attendance at meetings is timely – even if it means interrupting meetings.
- Researches, prioritizes and follows up on incoming issues and concerns addressed, including those of a sensitive or confidential nature. Determines appropriate course of action, referral or response.
- Provides leadership to build relationships crucial to the success of the firm and manages a variety of special projects internally and externally.
- Prioritizes conflicting needs; handles matters expeditiously, proactively and follows-through on projects to successful completion, often with deadline pressures.
- Maintains discretion and confidentiality in relationships.
Qualifications:
- Extremely strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Knowledge of Outlook and other organizational software essential.
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members and clients.
- Expert level written and verbal communication skills.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability.
- Highly resourceful team-player, with the ability to also work independently.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and response.
- Demonstrated ability to achieve high performance goals and meet deadline in a fast paced environment.
- Forward looking thinker, who actively seeks opportunities and proposes solutions.
Education/Experience:
- Bachelors' degree required.
- Strong work tenure: five to ten years of experience supporting C-Level Executives.
- Advanced Proficiency in Microsoft Office (Outlook, Word, Excel and PowerPoint).
- Ability to travel domestically about 15% of the time. Often between office locations or by air to company events.
