Executive Assistant Job at Philadelphia Staffing in Philadelphia

Executive Assistant Position

We are looking for a highly skilled Executive Assistant to support a Vice President within a prestigious university located in the Greater Philadelphia Region. This is a contract position requiring exceptional organizational and communication abilities to manage schedules, facilitate meetings, and oversee administrative tasks. The ideal Executive Assistant candidate will thrive in a fast-paced environment and demonstrate proficiency when interacting with internal and external stakeholders.

What you get to do every single day:

• Manage the Vice President's calendar by scheduling and prioritizing meetings, coordinating travel plans, and preparing materials such as agendas and minutes.
• Act as a liaison by addressing inquiries from internal and external contacts, providing information, and directing communications appropriately.
• Draft, review, and proofread correspondence and documents on behalf of the Vice President to ensure accuracy.
• Organize and facilitate divisional activities, including compiling and distributing necessary information or requests.
• Assist in preparing agendas and materials for board meetings and various committee discussions.
• Process and monitor administrative documents, including forms, records, and reports related to divisional operations.
• Oversee budgetary tasks such as monitoring expenditures, managing purchase orders, and preparing expense reports and invoices.
• Ensure smooth execution of travel arrangements, including booking transportation and accommodations.
• Coordinate logistics for executive-level meetings to guarantee seamless operations.
• Maintain thorough documentation and records to support efficient administrative processes.

Requirements:

• High School Diploma or equivalent is required.
• A minimum of five years' experience in a senior-level administrative role supporting executives.
• Strong proficiency in calendar management and scheduling.
• Demonstrated ability to arrange and manage complex travel plans.
• Exceptional written and verbal communication skills.
• Proven organizational skills with attention to detail and accuracy.
• Ability to handle sensitive information with discretion.
• Proficiency in budget tracking and expense reporting.

Interested candidates should reach out to Christopher Verona at 215.568.4580 and reference JO# 03720-0013353350.