Executive Administrative Assistant

Philabundance; Philadelphia (Philadelphia County); On-site; USD 60,000 - 90,000; Full time

Job summary

Philabundance in Philadelphia seeks an experienced executive administrator to support senior leadership with calendar management, travel coordination, and confidential communications. The role requires professionalism, discretion, and the ability to coordinate across a diverse team.

Ideal candidates will bring 5+ years in executive support, strong presentation skills, and proficiency with Microsoft Office, Zoom/Teams, and reporting.

Qualifications

• High School Diploma or GED is a plus; formal education in business, communication, administration, or marketing preferred.
• Minimum 5 years in executive administration or related role; experience supporting an executive, ideally C-level.
• Ability to handle highly confidential information with discretion; strong reporting and presentation skills.
• Experience with diverse teams; bilingual Spanish a plus; strong liaison and cross-functional collaboration abilities.

Responsibilities

• Provide executive-level support, including calendar management, scheduling, and travel coordination.
• Develop and present communications and reports for senior staff and Board Members.
• Coordinate with diverse teams; act as liaison across departments for executive and related activities.
• Manage confidential information and assist with strategic initiatives; prepare detailed reports.

Skills

Executive support

Confidentiality

Communication

Cross-functional collaboration

Presentation development

Microsoft Office

PowerPoint

Report writing

Multilingual: Spanish

Education

High School Diploma or GED

Bachelor's degree in Business/Communication/Administration/Marketing

Certifications a plus

Tools

Zoom

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Database management

Teams

Job description

Educational Achievement:High School Diploma or GED a plus. Additional formal education is preferred in Business, Communication, Administration, or Marketing.Certifications a plus.Work Experience:A minimum of 5 years of experience in an executive administration or related role.Previous experience supporting an executive, ideally in a C-level capacity or similar role, within a cohesive effective team environment.Previous experience managing and experiencing a high degree of confidentiality and strategic information.Strong experience developing and executing presentations and communications for key contacts, senior staff and Board Members.Previous experience working with a diverse cross section of teams. Ability to function as a liaison, intermediary and point person for an executive, related department activity.Experiencing creating detailed and accurate complex reports, including financials, investments, strategic goals, and company status.Preferred:Experience in a diverse multi language environment. Fluency with Spanish a plus.Required Skills and Abilities:Ability to lead indirectly at an elevated level across an enterprise.Strong administrative capability to work with databases, produce reports, communication, analysis and present internally and externally. (Microsoft suite, ppt, database exp. and Zoom/Teams)Excellent interpersonal skills: ability to build strong relationships and work collaboratively with individuals and teams internally and externally.Ability to work in a fast-paced environment with shifting priorities.Solution driven, able to sort through available information to arrive at an effective solution.Organizational skills which yield consistent accurate information, filing systems, alignment with storage and communication standards and are produced in a timely reliable manner.Ability to write, edit and proofread a wide variety of documents including presentations, reports, and communication documents. Must have strong attention to detail and deadlines.Ability to manage and work with highly confidential information personally and/or within the team.Physical Demands:Must have the ability to be available evenings, weekends and take on extended hours as business needs demand.Occasionally, must be willing and able to travel within and outside of the service area (employee can use public transportation, rideshare service, personal vehicle, or other means) Must be physically compatible with travel, office visits, events, and meetings. Must have valid driver’s license if using company vehicle.Work in a seated position up to 8 hours a day, 5 days a week; Bend, stoop/squat, and walk intermittently throughout the day; Must be able to move up to 20 pounds. Shared supported lift is preferred, two people can move objects to lower impact.See, hear, and speak with sufficient capability to perform assigned tasks and maintain proper safety conditions.Maintain an acceptable work pace and align with required personal and team deadlines. Must meet goals.Demonstrate cognitive ability to: provide direction as well as follow directions and routines, work independently with appropriate judgment, read words and numbers, concentrate, memorize, recall, identify logical connections and determine sequence of response, process proactively and identify near and long-term future needs as well as evaluate problems and escalate/inform management as is necessary.Perform office tasks using simple hand grasp, fine hand manipulation, and reach associated with assigned tasks such as keying.