Executive Assistant

Location: Philadelphia Region
Category: Administrative
Employment Type: Direct Hire
Contact: HRADMCAdResponsePhil@addisongroup.com

A top Addison Group client is looking for a seasoned Executive Assistant who can support leaders in their Philadelphia office.

ESSENTIAL JOB RESPONSIBILITIES:

The Executive Assistant will provide consistent and exceptional level
administrative support as follows:

  • Coordinate and oversee Outlook calendars
  • Reserve and coordinate international and domestic travel and supporting arrangements (e.g., car service, flights, hotel, etc.) with company's travel department
  • Help and support organization with internal and external client meetings
  • Develop and maintain working relationships with clients, clients' assistants,
    case team members, and company assistants and staff
  • Input and submit timesheet and expense reports on a weekly basis
  • Respond to all internal and external client communication in a timely, efficient, effective and accurate manner
  • Maintain company's electronic and hard copy filing systems
  • Serve as the first point of contact for incoming calls and do so in a courteous and professional manner
  • Prepare proposals, presentations, letters and memos for internal and external clients
  • Provide production support to case teams including PowerPoint generation,
    graphics, proofreading, editing, photocopying and book binding
  • Receive, screen, sort, prioritize and deliver all incoming mail and email
  • Provide reasonable assistance with personal tasks to provide leverage (e.g., scheduling doctors' appointments, etc.)
  • Support the administrative team with additional coverage for other business leaders who are out of the office on a scheduled or unscheduled basis
  • Provide backup Reception coverage on a daily basis, or as needed
  • Perform other ad-hoc administrative duties as assigned or required by other functional teams

JOB REQUIREMENTS:

  • Bachelor's degree preferred, secretarial school degree or equivalent
  • Up to 5 years or more of administrative support experience; preferably at a professional services firm
  • Strong computer skills: MS Word, PowerPoint. Excel and Outlook, and Internet Explorer
  • Strong interpersonal and communication skills
  • Strong customer service orientation; flexible, team player
  • Strong organizational skills
  • Ability to multitask and to work effectively in a challenging, fast-paced environment
  • Ability to take initiative, apply creative solutions in high pressure situations and consistently meet deadlines
  • Meticulous attention to detail
  • Ability to maintain the highest levels of internal and external confidentiality
  • Flexible to work OT as required


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