The Administrative Assistant reports to the Business Operations Manager and also supports administrative duties for the CEO. The role is responsible for coordinating a wide range of administrative procedures in order to ensure organizational effectiveness and efficiency of executive leadership in our Malvern Headquarters.
This role is hybrid based out of our office in Malvern, PA.
Key Responsibilities
Prepare and complete regular reports for the CEO communicating status of successes and progress to key performance indicators.
Create and assist with the preparation of presentations and proposals for CEO and Business Operations Manager.
Manage site contact lists as well as relevant customer data.
Work with the support teams to ensure information relevant to our support activities is available and shared efficiently & effectively within the company.
Develop and enhance internal and external systems for communication.
Arrange and manage executive and management team schedules, calendars, appointments, bookings, and travel arrangements (as needed).
Coordinate executive communications, including conference calls
Assist in the coordination and execution of various projects including project management tasks.
Coordinate and arrange events for support groups to take place outside of the workplace, such as staff meetings, offsite meetings, training events, and conferences.
Assist in preparation and distribution of agendas, proposals, cost estimates, and briefing documents for internal and external meetings.
Manage relationships with vendors and service providers, ensuring that all items are invoiced and paid on time. This includes support for remediation and due diligence tracking activities and related invoicing.
Design and implement filing systems, and ensure filing systems are maintained and current
Required Qualifications
High School Diploma
3-4 years of professional experience assisting at the executive level
Excellent verbal, written, analytical skills, time management, and travel logistics.
Proficient in Outlook, Excel, Microsoft Word, Powerpoint, and SharePoint with an ability to become familiar with firm-specific programs and software such as SAP Concur, Sales Force, Dodge and CoStar.
Strong administrative, organizational, project management and problem-solving skills with impeccable multi-tasking abilities.
Friendly, professional demeanor, exceptional interpersonal skills and ability to build a strong internal network.
Team orientated philosophy and strong problem-solving skills.
Ability to work effectively with minimal supervision, to prioritize and handle multiple assignments at any given time while maintaining commitment to deadlines.
Must demonstrate passion, enthusiasm, and sense of humor. Eager to tackle new projects.
Communicate effectively with a variety of constituent groups such as senior management, peers, and outside vendors.
Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals, and reviewing industry publications.
Comfortable in both a leadership and team-player role, able to delegate responsibilities as well as to lead meetings.