Administrative Assistant

Motion Recruitment; Malvern (Chester County); On-site; USD 65,000 - 90,000; Full time

Job summary

Motion Recruitment is seeking a proactive, detail‑driven executive assistant to support Workplace Technologies leadership in a fast‑paced environment. Reporting to the Chief of Staff, you will help leaders stay aligned on priorities and keep day‑to‑day work running smoothly.

You will manage complex calendars, coordinate meetings and travel, and partner with teams to drive coordination and execution, while maintaining organized records and handling sensitive information with discretion.

Qualifications

• Experience supporting leaders in a corporate environment preferred.
• Strong organizational, communication, and Microsoft Office skills.
• High level of professionalism, attention to detail, and discretion.

Responsibilities

• Manage complex calendars across multiple leaders and coordinate meetings, including scheduling, logistics, and attendance tracking
• Support team events, offsites, and town halls, including logistics and stakeholder coordination
• Coordinate domestic and international travel arrangements, including itineraries and expense considerations
• Partner with leaders and teams to drive coordination and execution
• Contribute to special projects and evolving team needs
• Maintain organized records, documentation, and team artifacts

Skills

Attention to detail

Organizational skills

Communication

Discretion

Calendar management

Tools

Microsoft Office

Job description

Join a highly collaborative, fast-paced team supporting Workplace Technologies leadership. Reporting to the Chief of Staff, you will play a key role in helping leaders operate effectively, stay aligned on priorities, and keep day-to-day work running smoothly.

What We’re Looking For

We’re seeking a proactive, detail‑driven, and flexible professional who thrives in a dynamic environment.

You:

• Bring strong attention to detail, ensuring accuracy and follow-through
• Stay organized, proactive, and responsive while managing competing priorities
• Exercise sound judgment and discretion, handling sensitive information with care
• Adapt easily as priorities shift and remain steady in a fast-moving environment
• Build strong partnerships across teams and stakeholders

Key Responsibilities

• Manage complex calendars across multiple leaders and coordinate meetings, including scheduling, logistics, and attendance tracking
• Support team events, offsites, and town halls, including logistics and stakeholder coordination
• Coordinate domestic and international travel arrangements, including itineraries and expense considerations
• Partner with leaders and teams to drive coordination and execution
• Contribute to special projects and evolving team needs
• Maintain organized records, documentation, and team artifacts

Qualifications

• Experience supporting leaders in a corporate environment preferred
• Strong organizational, communication, and Microsoft Office skills
• High level of professionalism, attention to detail, and discretion