Executive Administrative Specialist | Calendar & Travel Pro

Infinia Search Inc; Malvern (Chester County); Hybrid; USD 44,000 - 48,000; Full time

Job summary

Infinia Search Inc. in Malvern, PA, is seeking an administrative/executive assistant for a 6+ month contract with a hybrid work setup (3 days on site). The role covers calendar management for multiple leaders, travel arrangements, and event support, with a standard M-F schedule.

Ideal candidates have at least two years in a corporate administrative role, proficiency with MS Office, and strong organizational skills. This position emphasizes coordination, documentation, and proactive support.

Qualifications

• At least two years of experience in administrative/executive assistance, corporate setting preferred.
• 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

Responsibilities

• Manage complex calendars for multiple leaders
• Coordinate meetings to include logistics and attendance tracking
• Support team events, off-sites, and town halls, including stakeholder coordination
• Handle end-to-end domestic and international travel arrangements
• Partner with leadership to drive coordination and execution
• Contribute to special projects and evolving team needs
• Maintain organized records, documentation, and artifacts

Skills

Calendar management

Executive assistance

Travel coordination

Meeting coordination

Event planning

MS Suite

Note-taking

Interpersonal skills

Education

Undergraduate degree preferred

Tools

MS Suite

Note-taking software

Job description

Infinia Search Inc. in Malvern, PA, is seeking an administrative/executive assistant for a 6+ month contract with a hybrid work setup (3 days on site). The role covers calendar management for multiple leaders, travel arrangements, and event support, with a standard M-F schedule.

Ideal candidates have at least two years in a corporate administrative role, proficiency with MS Office, and strong organizational skills. This position emphasizes coordination, documentation, and proactive support.