Executive Assistant

Job Description

Job Description

We are looking for an Executive Assistant to provide senior-level administrative and operational support to the executive leadership team located in the Greater Philadelphia Region. This long-term contract position will serve as a key partner to the Chief Executive Officer and other leaders by organizing priorities, facilitating communication, and helping executive and board activities run efficiently. The Executive Assistant role also contributes to cross-functional initiatives by coordinating timelines, engaging stakeholders, and supporting successful project delivery across the organization.

What you get to do every single day:

• Manage complex executive calendars, balance shifting priorities, and schedule meetings with internal and external participants.

• Coordinate board and leadership meetings, including logistics, agendas, materials preparation, and follow-up on action items.

• Arrange domestic and/or international travel, prepare detailed itineraries, and oversee related scheduling needs for executives.

• Serve as a central point of contact for executive communications by screening inquiries, drafting correspondence, and ensuring timely responses.

• Support strategic projects by tracking milestones, maintaining documentation, and collaborating with teams to keep work on schedule and within budget expectations.

• Prepare reports, presentations, and meeting materials that help leadership make informed decisions and communicate effectively.

• Build strong working relationships across departments and with external partners to support smooth execution of agency-wide priorities.

• Maintain confidentiality while handling sensitive information, executive records, and high-level organizational matters.

Other requirements for the Executive Assistant position include and are not limited to:

• Demonstrated experience providing administrative support to senior executives in a fast-paced, detail-oriented environment.

• Strong ability to manage calendars, coordinate executive meetings, and adapt to changing priorities with accuracy and discretion.

• Experience arranging travel and handling related logistics for leadership team members.

• Excellent written and verbal communication skills with the ability to interact effectively with internal staff and external stakeholders.

• Proven organizational and project coordination skills, including the ability to monitor timelines and manage multiple assignments at once.

• High level of sound judgment and discretion when working with confidential information.

• Proficiency with standard business software and digital tools used for scheduling, communication, document preparation, and presentations.

Interested candidates should reach out to Tori Gill at View phone number on us.fitly.work and reference JO# 03720-0013516256