Executive Administrative Assistant

Futura Identities; Philadelphia (Philadelphia County); Sur place; USD 45 000 - 70 000; Plein temps

Résumé du poste

Futura Identities, a Philadelphia-based branding and signage solutions provider, seeks an Executive Administrative Assistant to support senior leadership and ensure smooth daily operations. This full-time, on-site role requires coordinating calendars, meetings, travel, and communications across departments.

You will manage emails, prepare reports and presentations, and maintain records while handling confidential information in a fast-paced environment.

Qualifications

• Experience supporting senior leaders or management.
• Professional phone etiquette and clear written/verbal communication.
• Solid clerical skills: filing, data entry, document prep, basic office software.
• Excellent organizational and time management abilities.
• On-site work in Philadelphia, PA.
• Experience in small business, manufacturing, construction, or design environments preferred.
• High school diploma required; associate or bachelor’s degree preferred.

Responsabilités

• Manage calendars and schedule meetings for senior leadership.
• Coordinate travel arrangements and prepare itineraries.
• Handle phone calls and emails; prepare reports and presentations.
• Maintain records and files; assist with data entry and document formatting.
• Support clerical tasks including data entry and office supply management.
• Track deadlines, prepare meeting agendas and minutes, and facilitate cross‑department communication.

Connaissances

Executive support

Calendar management

Communication

Data entry

Office software

Formation

High school diploma

AA/BA preferred

Description du poste

Company Description

Futura Identities is a Philadelphia-based provider of comprehensive branding and signage solutions, delivering projects from concept to completion under one roof. The in-house team manages sales, design, project coordination, fabrication, and installation, ensuring consistent quality and accountability at every stage. Serving both local clients and national brands, Futura supports rollout initiatives that maintain cohesive visual identities across multiple locations. The company specializes in exterior and interior signage, illuminated channel letters, and architectural elements that bring brands to life in strategic and visually compelling ways. Joining Futura means contributing to custom, purpose-driven signage that helps organizations express powerful visual identities.

Role Description

The Executive Administrative Assistant is a full-time, on-site role based in Philadelphia, PA, supporting senior leadership and ensuring efficient daily operations. Responsibilities include managing calendars, scheduling meetings, coordinating travel, and organizing internal and external communications. The role involves handling phone calls and emails, preparing reports and presentations, maintaining records and files, and assisting with clerical tasks such as data entry, document formatting, and office supply management. The Executive Administrative Assistant will also support project coordination activities by tracking deadlines, preparing meeting agendas and minutes, and facilitating communication between departments. This position requires maintaining confidentiality, prioritizing tasks in a fast-paced environment, and providing professional, proactive support to executives and team members.

Qualifications

• Strong Administrative Assistance and Executive Administrative Assistance skills, with experience supporting senior leaders or management.
• Professional Phone Etiquette and Communication skills, including clear written and verbal communication and confident interaction with clients and vendors.
• Solid Clerical Skills such as filing, data entry, document preparation, and basic office software proficiency (e.g., Microsoft Office or Google Workspace).
• Excellent organizational and time management abilities, with attention to detail and the capacity to handle multiple priorities.
• Ability to work on-site in Philadelphia, PA, maintain confidentiality, and demonstrate reliability and accountability.
• Prior experience in a small business, manufacturing, construction, or design-focused environment is beneficial.
• High school diploma required; an associate or bachelor’s degree in business, administration, or a related field is preferred.