Executive Administrative Assistant

Pacer Group; Malvern (Chester County); Hybrid; USD 41,000 - 45,000; Part time

Job summary

Pacer Group in Malvern, PA is seeking an organized Administrative Assistant to support five Sales and Sales Enablement Leaders. The role requires expert calendar management, travel planning across time zones, and handling day-to-day operations with confidentiality.

The ideal candidate will have 5+ years of executive support experience, exceptional communication, and proficiency with MS Office tools. This contract hybrid position offers engagement with senior leaders and dynamic scheduling across

Qualifications

• 5+ years of admin or EA experience supporting senior leaders.
• Experience supporting multiple executives simultaneously.
• Managing complex calendars across multiple time zones.
• Coordinating extensive travel for executives.

Responsibilities

• Manage and optimize complex calendars for five leaders across time zones.
• Coordinate domestic and international travel logistics.
• Prepare meeting materials, agendas, and briefing documents.
• Handle expenses, invoices, reimbursements, and related processes.
• Build strong partnerships with leaders, clients, and partners.

Skills

Executive support

Calendar management

Travel coordination

Multi-time zone scheduling

Meeting coordination

Stakeholder management

Time management

Communication

Attention to detail

Discretion & confidentiality

Tools

Microsoft Outlook

Teams

Word

PowerPoint

Excel

Job description

Work Arrangement: Hybrid (Once in a while)

Employment Type: Contract

Duration: 6 months (Possible Extension)

Pay Rate: $30–$33/hr W2

Application Deadline: Last date for receipt of applications Sep 22, 2026

Summary:

• We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to provide comprehensive support to a team of five Sales and Sales Enablement Leaders. This role serves as a critical partner in managing complex calendars, coordinating extensive travel, and ensuring seamless execution of day-to-day operations across multiple time zones.
• The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, demonstrates exceptional judgment, and has proven experience supporting senior leaders with demanding travel schedules and external client commitments. Experience with calendar management and executive support is a core requirement. Internal best practices for administrative support emphasize calendar delegation, meeting coordination, and executive scheduling support.

Key Responsibilities:

Executive Calendar Management:

• Manage and optimize complex calendars for five Sales and Sales Enablement Leaders with competing priorities and frequent schedule changes.
• Coordinate meetings across multiple U.S. time zones while ensuring efficient use of leader time.
• Proactively identify scheduling conflicts and recommend solutions.
• Prioritize client, advisor, partner, and internal leadership meetings based on business objectives.
• Manage meeting logistics, invitations, agendas, and follow-up actions.

Travel Coordination:

• Arrange domestic and at times international travel, including flights, hotels, ground transportation, and itinerary management.
• Build detailed travel itineraries that accommodate changing priorities and last-minute adjustments.
• Monitor travel disruptions and proactively implement contingency plans.
• Coordinate travel across multiple sales leaders simultaneously while maintaining accuracy and efficiency.

Meeting and Event Support:

• Support leadership meetings, team offsites, client events, conferences, and industry engagements.
• Prepare meeting materials, presentations, and briefing documents.
• Track action items and ensure timely follow-up on commitments.
• Coordinate executive attendance and logistics for cross-functional meetings and events.

Operational Support:

• Manage expenses, invoices, reimbursements, and related administrative processes.
• Assist with document preparation, presentations, reporting, and correspondence.
• Serve as a key point of contact for internal and external stakeholders.
• Maintain confidentiality while handling sensitive business information.

Relationship Management:

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

Qualifications:

Required:

• 5+ years of administrative or executive assistant experience supporting senior leaders.
• Proven experience supporting multiple executives simultaneously.
• Demonstrated success managing complex calendars across multiple time zones.
• Experience coordinating extensive travel for executives or sales leaders.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Advanced proficiency in Microsoft Outlook, Teams, Word, PowerPoint, and Excel.
• Ability to work independently, prioritize multiple demands, and adapt quickly to changing priorities.

Preferred:

• Experience supporting sales, distribution, wealth management, financial services, or client-facing leadership teams.
• Experience supporting leaders who travel 60%+ of the time.
• Experience coordinating large meetings, leadership events, and external client engagements.

Success Profile:

• The successful candidate will be:
• Highly proactive and anticipatory.
• Calm under pressure and comfortable with ambiguity.
• Exceptionally organized and responsive.
• Skilled at managing competing priorities without sacrificing accuracy.
• Professional, discreet, and trustworthy.
• Customer-service oriented with a strong sense of ownership and accountability.
• Executive Support
• Calendar & Time Management
• Multi-Time Zone Scheduling
• Travel Management
• Meeting Coordination
• Stakeholder Management
• Communication
• Problem Solving
• Attention to Detail
• Confidentiality & Judgment

Scope of Support:

• Direct support for five Sales and Sales Enablement Leaders.
• Extensive travel planning and schedule management.
• High-volume meeting and stakeholder coordination.
• Significant interaction with internal leadership, clients, and external partners.

EEOC Compliance:

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment.

DISCLAIMER

AI Usage Policy: Pacer Group uses AI to assist in screening applications. Final hiring decisions are made by human recruiters based on qualifications and experience.