Executive Assistant

Executive Assistant

LHH Recruitment Solutions is seeking an Executive Assistant at our manufacturing client in Philadelphia, PA. The ideal candidate performs advanced administrative and project-related activities to support C-Suite Executives. This position primarily supports the Chief Human Resources Officer (CHRO), Chief Information Officer (CIO), and Operations/Supply Chain SVP, and reports directly to the CHRO.

Responsibilities include (but are not limited to) the following:

• Acts as a gatekeeper to the executives' schedules and calendars, managing requests from key stakeholders.
• Maintains calendars, schedules meetings, conference calls, drafts various correspondence, presentations, agendas, reports, etc.
• Schedules on site and virtual video conference meetings with Microsoft Teams.
• Drafts confidential reports, correspondence, and agendas; prepares materials and presentations for executive meetings and maintains documents in Microsoft Office OneNote.
• Manages global travel arrangements including preparing detailed itineraries, and expense report management.
• Handles planning and all logistics for large group meetings, training sessions, and large offsite meetings.
• Negotiates contracts for meeting space, hotel accommodation, dinners, special events and has authority to approve expenses and offsite event contracts.
• Creates and/or edits professional PowerPoint presentations.
• Provides administrative support including meeting/logistics planning for various training sessions.
• Anticipates questions, issues, and potential conflicts; uses initiative to answer routine inquiries and refers matters to other experts when appropriate.
• Identify opportunities to use AI to streamline the support of the Executives
• Other administrative duties as assigned.
• Minimal travel may be required (up to 10%).

Requirements (Education, Years of Experience, Certifications, etc.)

• Bachelor's degree required.
• Minimum 10+ years of experience supporting C-Suite senior executives or senior management.
• Advanced level of proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Technically savvy with Microsoft Office 365 applications such as SharePoint, Teams and OneNote.
• Demonstrated ability and willingness to use AI tools to improve productivity, decision-making, work quality, and to reduce costs. The successful candidate must be able to identify appropriate AI use cases and critically evaluate AI-generated outputs.

Other Skills & Competencies

• Accuracy focused, detail oriented, and strong organizational skills.
• Strong analytical, verbal and written communication skills.
• Must exhibit professional executive presence and display high level of professionalism, confidence, poise, and composure.
• Ability to maintain confidentiality with tact and diplomacy.
• Ability to perform several tasks simultaneously, organize and prioritize work while meeting aggressive deadlines with accuracy and attention to detail.
• Strong project management skills.
• Works independently and always exercises good judgment and discretion.

Equal Opportunity Statement

Equal Opportunity Employer/Veterans/Disabled