Executive Assistant

Executive Assistant

Be part of something great!

Synchrony Group is an independently owned network of companies, headquartered in West Chester, PA. At Synchrony, we are dedicated to providing the highest quality products and services in the medical communications industry. Our vision is to create the highest value for our clients and the most opportunity for our team members, while working together to improve the lives of patients. Collectively, we are leaders in strategic planning, development, and execution of best-in-class programs that address medical needs, maximize strategic objectives, and make significant scientific and clinical contributions. Our passion and commitment to improving outcomes for our clients, healthcare professionals, and patients drives us to exceed expectations in everything we do.

Synchrony consists of integrated groups of medical-scientific, clinical, creative, commercial, and industry experts. Synchrony Healthcare Communications specializes in branded and disease state marketing/promotional campaigns and initiatives. Our teams reflect our commitment to excellencewe're smart, enthusiastic, and driven. We align the skills, experiences, and perspectives of diverse individuals to achieve unparalleled results in an environment of respect and mutual support. Above all, we are passionate about changing the world and improving the lives of patients.

Our success is built on the foundation of our team, and we're always striving to strengthen our foundation. More than just seeking out the best and brightest to join us, we also create a work environment in which employees are respected and encouraged to grow. Are you looking to be part of something great? We'd like to meet you!

Job Description

The Executive Assistant to the CEO at our high-growth advertising agency plays a critical role in supporting executive leadership, ensuring seamless day-to-day operations and driving organizational effectiveness. This position serves as the primary point of contact for internal and external stakeholders on all matters involving the CEO and acts as a key liaison to senior leadership, facilitating communication, coordinating executive initiatives, and supporting external relations. The Executive Assistant must be highly resourceful and capable of managing projects independently from conception through completion, while operating effectively in a fast-paced environment. This role requires sound judgment, strong organizational skills, and the ability to handle a wide range of responsibilities and sensitive information with discretion.

Job Duties

• Manage and coordinate the CEO's complex calendar, including scheduling meetings, appointments, and travel arrangements
• Prepare and edit correspondence, communications, presentations, and other documents with a high degree of accuracy and effectiveness
• Serve as a liaison between the CEO and internal/external stakeholders, maintaining positive relationships and clear communication
• Assist with organizing agency events, meetings, and special projects as assigned
• Handle sensitive information with the highest level of discretion and confidentiality
• Organize and prioritize incoming requests, ensuring timely follow-up and completion of tasks
• Coordinate travel arrangements, process expense reports, and manage organizational supplies or resources as needed
• Support special projects and initiatives, often collaborating with cross-functional teams to achieve organizational goals
• Conduct/attend daily morning meetings to prioritize calendar and inform/manage requested tasks and urgent deliverables
• Keep the CEO well informed of upcoming commitments and responsibilities, following up appropriately
• Work with internal department staff and leadership across companies to communicate, manage, and prioritize requests and deliverables
• Ensure the CEO's schedules are followed and respected; provide "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office
• Research, prioritize, and follow up on incoming issues and concerns, including those of a sensitive or confidential nature; make suggestions for course of action, referral, or response
• Screen and return phone calls to clients and external partners; take messages and route correspondence as needed, ensuring prompt communication regarding urgent matters
• Assist in addressing clients, external partner or entity, or staff requests
• Various additional administrative tasks

Key Competencies

• Professional behavior and confidence
• Excellent organizational skills and attention to detail and timelines
• High level of integrity, confidentiality, and accountability
• Professional communication skills, including written and interpersonal
• Ability to coordinate and execute multiple tasks in a fast-paced environment
• Ability to acquire relevant information from a variety of sources and maintain accurate records
• Proficiency in Microsoft (MS) Office applications (Outlook, Word, Excel, PowerPoint)
• Ability to master various content management systems
• Desire to meet professional goals and acquire new skills

Qualifications

Requirements

• Bachelor's degree or equivalent experience preferred
• Minimum of 3 years supporting a C-level executive, ideally in an advertising or creative industry
• Exceptional written and verbal communication skills
• Advanced proficiency in Microsoft Office Suite and calendar management tools
• Demonstrated ability to work independently and collaboratively in a deadline-driven environment

Working Conditions

• Full-time in-person position at the corporate headquarters during the core business hours of 9am ET and 5pm ET

Additional Information

Synchrony places high value on the well-being of its employees; therefore, Synchrony team members are eligible for a comprehensive array of benefits, including competitive salaries, generous paid time off, excellent health insurance, family leave, and a 401(k) plan with employer matching.

All your information will be kept confidential according to EEO guidelines.

EOE. Synchrony is not able to provide visa sponsorship for this role.

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