Executive Assistant

Role Overview

A growing professional services organization is looking for a seasoned Executive Assistant to provide direct support to two Directors in a busy, client-facing setting. This position is best suited to someone who enjoys being the dependable support point behind leadership, can keep senior leaders organized, and is comfortable juggling several priorities while remaining polished, discreet, and professional.

In this role, you will act as a strategic partner to the leadership team and help ensure day-to-day operations run smoothly. Support will include calendar oversight, travel planning, meeting coordination, expense management, and a range of special projects and administrative tasks.

Key Responsibilities

The Executive Assistant will be expected to stay ahead of shifting needs, solve scheduling challenges proactively, and help leaders stay efficient and productive.

• Oversee demanding and frequently changing calendars for two Directors, covering internal meetings, external appointments, client sessions, and planning discussions.
• Arrange travel within the country and abroad, including airfare, accommodation, ground transport, itineraries, and any required travel documents.
• Draft, submit, and track expense statements, invoices, and reimbursement requests accurately and on time.
• Organize executive meetings, team gatherings, client events, off-site sessions, and other company-hosted functions.
• Act as a point of contact between executives, clients, vendors, and internal teams.
• Prepare agendas, briefing materials, presentations, and post-meeting follow-up items.
• Keep an eye on changing priorities and flag potential conflicts or efficiency improvements before they become issues.
• Contribute to special assignments and broader administrative initiatives across the business.
• Handle sensitive and confidential matters with sound judgment and discretion.
• Provide additional executive and operational assistance as required.

Candidate Profile

The ideal hire is proactive, resourceful, highly organized, and able to stay composed when things get busy. This is a hands-on support role for someone who takes ownership, works well with senior stakeholders, and brings a service-oriented mindset to every task.

Requirements

• 5 to 10 years of experience as an Executive Assistant supporting senior leadership.
• Prior experience assisting more than one executive at the same time, preferably in professional services, consulting, legal, accounting, financial services, or a similar corporate setting.
• Strong background in managing complex calendars across multiple time zones.
• Proven ability to coordinate domestic and international travel.
• Experience preparing and processing executive expense reports.
• Previous involvement in planning events and coordinating meetings.
• Excellent organizational ability with strong attention to detail and consistent follow-through.
• Ability to prioritize effectively in a fast-moving environment with changing deadlines.
• Strong communication and relationship-building skills.
• Advanced working knowledge of Microsoft Office, especially Outlook, Word, Excel, and PowerPoint.

Additional Information

This role is based in Philadelphia, PA and is full-time and onsite.

The position is intended for someone who can confidently support leadership, remain calm under pressure, and help streamline executive productivity.

If successful, you will be viewed as a trusted partner to the Directors and an important contributor to the team.