Administrative assistant

job summary:
Administrative Assistant, Sales Leadership Support

Location: Malvern, PA (Hybrid: Onsite Tuesday-Thursday)

Position Type: Full-Time

About the Role We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to provide comprehensive support to a team of five Sales and Sales Enablement Leaders. In this role, you will serve as a critical operational partner-managing complex calendars, coordinating extensive travel, and ensuring seamless day-to-day execution across multiple time zones.

The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, demonstrates exceptional judgment, and has proven experience supporting senior leaders with demanding travel schedules and external client commitments.

Key ResponsibilitiesExecutive Calendar Management

• Manage and optimize complex calendars for five Sales and Sales Enablement Leaders with competing priorities and frequent schedule changes.
• Coordinate meetings across multiple U.S. time zones while ensuring efficient use of leadership time.
• Proactively identify scheduling conflicts and execute swift, logical solutions.
• Prioritize client, advisor, partner, and internal leadership meetings based on strategic business objectives.
• Oversee meeting logistics, invitations, agendas, and follow-up action items.

Travel & Expenses Coordination

• Arrange domestic and occasional international travel, including flights, hotel accommodations, ground transportation, and comprehensive itinerary management.
• Build detailed travel itineraries that accommodate changing priorities and last-minute adjustments.
• Monitor travel disruptions in real time and proactively implement contingency plans.
• Balance travel logistics across multiple sales leaders simultaneously with high accuracy and efficiency.
• Process expenses, invoices, reimbursements, and related administrative workflows in a timely manner.

Meeting, Event & Operational Support

• Support leadership meetings, team offsites, client events, conferences, and industry engagements.
• Prepare high-quality meeting materials, presentations, and briefing documents.
• Track action items to ensure timely execution and accountability across commitments.
• Serve as a key point of contact for internal and external stakeholders while maintaining strict confidentiality on sensitive business matters.

Relationship Management

• Build strong, collaborative partnerships with leaders, sales teams, clients, and key business partners.
• Act as a trusted gatekeeper and advisor regarding scheduling priorities.
• Navigate complex stakeholder needs with professionalism, discretion, and diplomacy.

Candidate QualificationsRequired

• Experience: 2+ years of administrative or executive support experience assisting senior leaders.
• Calendar Mastery: Demonstrated success managing complex calendars across multiple time zones.
• Travel Logistics: Proven track record coordinating extensive travel for executives or high-mobility leaders.
• Technical Proficiency: Advanced skills in Microsoft Office Suite (Outlook, Teams, Word, PowerPoint, Excel).
• Communication & Detail: Exceptional written and verbal communication skills with meticulous attention to detail.
• Agility: Ability to work independently, prioritize competing demands, and adapt quickly to shifting priorities.

Preferred

• Background supporting sales, distribution, wealth management, financial services, or client-facing leadership teams.
• Experience supporting executives who travel extensively (60%+ travel schedules).
• Experience coordinating large meetings, leadership retreats, and external client engagements.
• Prior experience supporting multiple executives concurrently.

Key Competencies & Success Profile A successful candidate in this role is:

• Proactive & Anticipatory: Thinks two steps ahead to remove obstacles before they impact leadership efficiency.
• Resilient: Remains calm under pressure and operates smoothly in ambiguous situations.
• Accountable: Maintains exceptional organizational skills, accuracy, and responsiveness.
• Discreet: Handles high-level stakeholder interactions and confidential data with total integrity.

Core Skillset

• Executive & Administrative Support
• Multi-Time Zone Calendar Delegation
• Travel Management & Contingency Planning
• Meeting Logistics & Action Item Tracking
• Stakeholder Navigation & Discretion

Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status. At Randstad, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact View email address on click.appcast.io. Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Randstad offers a comprehensive benefits package, including: medical, prescription, dental, vision, AD&D, and life insurance offerings, short-term disability, and a 401K plan (all benefits are based on eligibility). This posting is open for thirty (30) days.

location: Malvern, PA
job type: Permanent
salary: 40 - 40 USD per hour

Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.

At Randstad, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact View email address on click.appcast.io.

Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Randstad offers a comprehensive benefits package, including: medical, prescription, dental, vision, AD&D, and life insurance offerings, short-term disability, and a 401K plan (all benefits are based on eligibility).

This posting is open for thirty (30) days.

Any consideration of a background check would be an individualized assessment based on the applicant or employee's specific record and the duties and requirements of the specific job.