Executive Assistant

Job Summary

We believe great work happens when flexibility and connection come together, and when we respect the whole person, not just the professional. That is why we operate under one flexible work model with a hybrid schedule of three in-office days per week, aligned to one of our three Greater Philadelphia area offices. Your Talent Acquisition partner will work closely with you to confirm the office location that best aligns with the role and your home location, ensuring you have the right balance of connection, collaboration, and flexibility to thrive.

We’re looking for afull-time, staff Executive Assistant to join our Day & Zimmermann team. The Executive Assistant provides high-level administrative support to one or more executives, often CEOs or other top-level management personnel. Plays a crucial role in ensuring smooth operations within the executive’s office and facilitating effective communication and coordination between the executive and internal/external stakeholders.

Responsibilities

• Calendar Management: Manage and maintain executives’ schedules, including scheduling meetings, appointments, and travel arrangements. Prioritize and coordinate conflicting appointments and ensure the executive is informed of any changes to their schedule. 25%
• Administrative Support: Perform general administrative tasks, such as filing, printing, photocopying, and data entry. Manage expenses, reimbursements, and invoices for the executive, including p-card allocation. Maintain organized electronic and physical filing systems. Purchase supplies as needed. Collaborate with and support other Executive Assistants. 25%
• Meeting Coordination: Organize and prepare materials for meetings, including agendas, presentations, and supporting documents. Attend meetings as required, take minutes, and follow up on action items. Coordinate logistics for meetings, including room bookings, catering, and audiovisual equipment. 20%
• Communication Management: Screen and manage incoming calls, emails, and other correspondence on behalf of the executive. Draft and proofread correspondence, presentations, and reports for the executive’s review. Act as a liaison between the executive and other staff members or external parties, ensuring timely and accurate communication. 15%
• Travel Arrangements: Arrange domestic and international travel for the executive, including flights, accommodations, transportation, and visas. Prepare detailed travel itineraries and ensure the executive has all necessary documentation and information for their trips. 10%
• Project Assistance: Assist with special projects and initiatives as assigned by the executive. Conduct research, gather data, and prepare reports as needed to support decision-making. 5%

KSAs (Knowledge, Skills, and Abilities)

• Excellent organizational and time management skills, with the ability to multitask and prioritize effectively. Ability to work independently with minimal supervision and collaborate effectively as part of a team.
• Strong communication skills, both written and verbal, with a professional and courteous demeanor.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Attention to detail and accuracy in all tasks, with a high level of initiative and problem-solving abilities.
• Flexibility and adaptability to changing priorities and deadlines. Discretion and integrity when handling confidential information.

Minimum Qualifications

• H.S. Diploma or General education Degree (GED) required.
• 10+ years of administrative office experience required.
• Great attitude and team player.
• Successful completion of background screening process.

Compensation and Benefits

In compliance with this state’s pay transparency laws, the salary range for this role is $68,480.00 – $102,720.00. This is not a guarantee of compensation or salary, as final offer amount may vary based on factors including but not limited to experience and geographic location. (The specific programs and options available to an employee may vary depending on date of hire, schedule type, and the applicability of collective bargaining agreements).

We care about our employees and it shows. Our staff receive a competitive salary and a comprehensive benefits package which includes medical/Rx, dental and vision coverage; life, AD&D and disability insurance; flexible spending accounts; 100% paid maternity leave for up to 12 weeks, parental leave, family leave, other paid time off; voluntary benefits and discount programs to meet our employees’ individual needs including pet insurance for our furry family members!

Essential Functions

To ensure a safe work environment while meeting the physical demands of the job, you must be able to perform the following physical and mental tasks, with or without a reasonable accommodation:

• Visual acuity (e.g., needed to prepare and analyze data, to transcribe documents, to view a computer, to read, to inspect objects, to operate machinery)
• Manual Dexterity (e.g., picking, pinching, typing, or other working that uses the fingers)
• Hearing
• Repetitive motions of any part of the body
• Talking
• Capacity to think, concentrate and focus over long periods of time
• Ability to write complex documents in the [English] language
• Ability to read complex documents in [English] language
• Capacity to express thoughts orally (e.g., accurately, quick and loudly convey spoken instructions to workers)
• Ability to regularly perform all job functions at Company’s office or work site