Operations Executive Assistant

Executive Assistant To The CEO & COO

Location: 174 Diamond Street, Philadelphia, PA 19122 Employment Type: Full-Time

About Xiente

Xiente is a mission-driven organization dedicated to advancing economic mobility and strengthening communities through education, workforce development, housing, entrepreneurship, and support services. We believe in empowering individuals and families to achieve long-term success and are seeking passionate professionals who share our commitment to service, excellence, and impact.

Position Summary

Xiente is seeking an experienced, highly organized, and proactive Executive Assistant to the CEO & COO to provide executive-level support to the Executive Assistant to the CEO, Interim CEO, and Chief Operating Officer (COO). This highly visible role serves as a trusted partner to executive leadership and plays a critical role in supporting organizational priorities, strategic initiatives, and daily operations.

The ideal candidate is a resourceful professional who thrives in a fast-paced environment, anticipates needs, manages competing priorities with ease, and exercises the highest level of discretion and professionalism. This position offers a unique opportunity to work closely with executive leadership and contribute directly to Xiente's mission and organizational success.

Why Join Xiente?

• Direct access to executive leadership and organizational decision-making.
• Opportunity to make a meaningful impact in a mission-driven organization.
• Exposure to strategic initiatives, board-level activities, and special projects.
• Collaborative and supportive workplace culture.
• Opportunity for professional growth and development.
• Contribute to programs and services that help individuals and families achieve economic mobility.

Key Responsibilities

Executive Support

• Provide high-level administrative support to the Executive Assistant to the CEO, Interim CEO, and COO.
• Manage complex calendars, appointments, meetings, and executive schedules.
• Coordinate travel arrangements, accommodations, and itineraries.
• Monitor, prioritize, and manage communications on behalf of executive leadership.
• Prepare, edit, and organize correspondence, reports, presentations, agendas, and briefing materials.
• Maintain strict confidentiality regarding organizational and personnel matters.

Project & Operational Coordination

• Support executive initiatives and organizational priorities.
• Track action items, deadlines, and project deliverables.
• Assist with special projects and cross-departmental initiatives.
• Maintain operational records, procedures, manuals, files, and documentation.
• Ensure timely follow-up on executive requests and assignments.

Meeting & Event Management

• Coordinate logistics for internal and external meetings, events, and leadership engagements.
• Prepare meeting materials and supporting documents.
• Record and distribute meeting minutes and action items.
• Monitor progress on assigned follow-up activities.

Relationship Management

• Serve as a liaison between executive leadership, staff, board members, community partners, and external stakeholders.
• Build and maintain strong professional relationships through exceptional customer service and communication.
• Represent Xiente with professionalism, integrity, and discretion.

Mission Alignment

• Serve as an ambassador of Xiente's culture, mission, and values.
• Support initiatives that advance economic mobility and community impact.
• Perform other duties assigned by executive leadership that align with the purpose of the position.

Requirements

Qualifications

Required

• Minimum of 5 years of Executive Assistant, Senior Administrative Assistant, or related executive support experience.
• Demonstrated experience supporting senior leaders, executives, or C-suite professionals.
• Exceptional organizational, multitasking, and time-management skills.
• Strong written and verbal communication skills.
• Advanced proficiency in Microsoft Office Suite, Google Workspace, and scheduling platforms.
• Ability to handle confidential information with discretion and professionalism.
• Excellent attention to detail and problem-solving abilities.
• Strong interpersonal skills and professional presence.
• Ability to work independently while managing multiple priorities in a fast-paced environment.

Preferred

• Bachelor's degree in Business Administration, Communications, Public Administration, or a related field.
• Experience supporting nonprofit, community-based, or mission-driven organizations.
• Bilingual English/Spanish is a plus.

The Ideal Candidate

You are:

• Proactive and solutions-oriented.
• Able to anticipate executive needs before they arise.
• Calm under pressure and adaptable to changing priorities.
• Highly organized with exceptional attention to detail.
• Professional, trustworthy, and discreet.
• Passionate about supporting leadership and driving organizational success.

Benefits

Competitive Salary Medical, Dental, and Vision Insurance Paid Vacation Paid Sick Time Paid Holidays 401(k) with Company Match up to 4% Professional Development Opportunities Employee Assistance Resources Collaborative and Mission-Driven Work Environment

Apply Today

If you are an experienced executive support professional who enjoys working closely with senior leadership, managing high-level priorities, and contributing to meaningful community impact, we encourage you to apply. Join Xiente and help advance economic mobility while supporting the leadership team driving our mission forward. Xiente is an Equal Opportunity Employer and values diversity, equity, and inclusion in its workforce.