Executive Admin Assistant to COO – Hybrid, Contract-to-Hire

Beacon Hill; Philadelphia (Philadelphia County); Hybrid; USD 93,677,000 - 108,830,000; Full time

Job summary

Beacon Hill is seeking an Administrative Assistant for a contract-to-hire role with a hybrid schedule (office four days per week, remote Fridays) in the Philadelphia area. The ideal candidate will provide high-level support to the COO and senior leadership, expertly manage calendars, coordinate meetings, and handle complex travel arrangements, while driving operational efficiency.

The role emphasizes confidentiality, proactive communication, and process improvement in a fast-paced professional

Qualifications

• 3+ years of experience providing administrative support to senior leadership, including C-level executives.
• Proficient with calendar management, meeting coordination, and administrative technology tools.
• Strong project management and organizational skills with the ability to effectively track priorities, deadlines, and action items.
• Excellent verbal and written communication skills with a professional and polished presence.

Responsibilities

• Provide primary administrative support to the Chief Operating Officer while also assisting other members of the executive leadership team as needed.
• Manage complex calendars, coordinate meetings, and ensure executive schedules are optimized and aligned with business priorities.
• Arrange travel logistics and maintain organized itineraries, accommodations, and related planning details.
• Serve as a key point of coordination for executive projects, helping to track milestones, monitor progress, and ensure important deliverables remain on schedule.
• Assist with meeting preparation, documentation, communications, and other administrative activities that support organizational efficiency.
• Partner with executives and internal stakeholders to streamline processes and improve overall workflow effectiveness.
• Support day-to-day office and administrative operations while contributing to a collaborative and professional workplace environment.

Skills

Calendar management

Executive support

Project coordination

Communication

Confidentiality

Prioritization

Attention to detail

Tools

Microsoft Office

Job description

Beacon Hill is seeking an Administrative Assistant for a contract-to-hire role with a hybrid schedule (office four days per week, remote Fridays) in the Philadelphia area. The ideal candidate will provide high-level support to the COO and senior leadership, expertly manage calendars, coordinate meetings, and handle complex travel arrangements, while driving operational efficiency.

The role emphasizes confidentiality, proactive communication, and process improvement in a fast-paced professional