Executive Admin Assistant Sales Support

Infinia Search Inc; Malvern (Chester County); Hybrid; USD 41,000 - 55,000; Full time

Job summary

Infinia Search is seeking an Executive Administrative Assistant to support senior leaders with calendar management, travel coordination, and meeting logistics. This role requires a proactive, tech-savvy professional who can manage multi-time zone schedules and coordinate complex events.

Hybrid work in Malvern, PA, with a contract arrangement that may extend or convert. A strong emphasis on confidentiality and professional stakeholder management is essential.

Qualifications

• 5+ years of experience in administrative/executive assistance supporting senior leaders.
• Proficient in MS Suite, scheduling and note-taking software.
• Strong interpersonal, organizational, and multitasking skills.

Responsibilities

• Maintain and optimize complex calendars for multiple leaders across time zones.
• Arrange domestic and international travel and build detailed itineraries.
• Support leadership meetings, team events, and prepare materials.
• Process invoices, expenses, and other administrative tasks; protect confidentiality.
• Build partnerships with leaders, teams, clients, and stakeholders.

Skills

Calendar management

MS Suite

Scheduling software

Note-taking

Interpersonal skills

Organizational skills

Multitasking

Confidentiality

Education

Undergraduate degree preferred

Tools

MS Office

Job description

Job Description

Job Description

** Executive Administrative Assistant**

• Type: Contract (with potential extension/conversion)
• Location: Hybrid in Malvern, PA (3 days on site)
• Schedule: M-F, standard shift
• Compensation: $30-40/hour (experience based)

Responsibilities:

** Calendar Management**

• Maintains and optimizes complex calendars for several sales leaders with competing priorities
• Coordinate meetings across multiple time zones while ensuring efficient use of leader time
• Proactively identify scheduling conflicts and recommend solutions
• Prioritize client, advisor, partner, and internal leadership meetings
• Manage meeting logistics, agendas, and follow-up actions

** Travel Coordination**

• Arrange domestic and international travel, including flights, hotels, and ground transportation
• Build detailed travel itineraries that accommodate changing priorities/last minute adjustments
• Monitor travel disruptions and proactively implement contingency plans
• Coordinate travel across multiple sales leaders simultaneously

** Meeting & Event Support**

• Support leadership meetings, team off-sites, client events, conferences, and other engagements
• Prepare meeting materials, presentations, and briefing documents
• Track action items and ensure timely follow-up
• Coordinate executive attendance and logistics for cross-functional meetings/events

** Operational Support**

• Manage invoices, expenses, reimbursements, and other administrative processes
• Assist with document preparation, presentations, reporting, and correspondence
• Serve as the POC for internal and external stakeholders
• Maintain confidentiality with business information

** Relationship Management**

• Build strong partnerships with leaders, sales teams, clients, and stakeholders
• Act as a trusted gatekeeper and advisor regarding scheduling priorities
• Navigate complex stakeholder needs with professionalism and diplomacy

Qualifications:

• At least 5 years of experience in administrative/executive assistance supporting senior leaders
• Tech-savvy with proficiency in MS Suite, scheduling and note-taking software
• Strong interpersonal, organizational, and multitasking skills
• Ability to adapt quickly and take directly easily
• Exceptional calendar management skills
• Undergraduate degree preferred

Company Description

We’re Infinia Search. We’re a relationship-driven search firm that proves that talent, ambition, curiosity, and an infinite work ethic creates exponential results for our clients and candidates.

Company Description

We’re Infinia Search. We’re a relationship-driven search firm that proves that talent, ambition, curiosity, and an infinite work ethic creates exponential results for our clients and candidates.