Executive Assistant

Talentify; Berwyn (PA); On-site; USD 90,000 - 130,000; Full time

Job summary

Talentify in Berwyn, PA, seeks an Executive Assistant to support C-Suite executives with advanced administrative and project-related tasks, high-level calendar management, travel coordination, and confidential correspondence.

You will draft materials, create PowerPoint presentations, arrange on-site and virtual meetings, leverage AI tools to streamline workflows, and maintain meticulous records while upholding professionalism and discretion.

Qualifications

• Bachelor's degree required.
• Minimum 10+ years of experience supporting C-Suite senior executives or senior management.
• Advanced proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Technically savvy with Microsoft Office 365 applications such as SharePoint, Teams and OneNote.
• Demonstrated ability to use AI tools to improve productivity and decision-making.

Responsibilities

• Act as gatekeeper to executives' schedules and calendars; manage stakeholder requests.
• Maintain calendars, schedule meetings, conference calls, and draft correspondence and reports.

Skills

Calendar management

Travel planning

AI tool usage

Presentation creation

Communication skills

Education

Bachelor's degree

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

SharePoint

Teams

OneNote

Job description

The Executive Assistant performs advanced administrative and project-related activities to support C-Suite Executives.

HOW YOU WILL MAKE AN IMPACT:

• Acts as a gatekeeper to the executives' schedules and calendars, managing requests from key stakeholders.
• Maintains calendars, schedules meetings, conference calls, drafts various correspondence, presentations, agendas, reports, etc.
• Schedules on site and virtual video conference meetings with Microsoft Teams.
• Drafts confidential reports, correspondence, and agendas; prepares materials and presentations for executive meetings and maintains documents in Microsoft Office OneNote.
• Manages global travel arrangements including preparing detailed itineraries, and expense report management.
• Handles planning and all logistics for large group meetings, training sessions, and large offsite meetings.
• Negotiates contracts for meeting space, hotel accommodation, dinners, special events and has authority to approve expenses and offsite event contracts.
• Creates and/or edits professional PowerPoint presentations.
• Provides administrative support including meeting/logistics planning for various training sessions.
• Anticipates questions, issues, and potential conflicts; uses initiative to answer routine inquiries and refers matters to other experts when appropriate.
• Identify opportunities to use AI to streamline the support of the Executives
• Other administrative duties as assigned.
• Minimal travel may be required (up to 10%).

WHAT YOU WILL BRING TO THE ROLE:

• Bachelor's degree required.
• Minimum 10+ years of experience supporting C-Suite senior executives or senior management.
• Advanced level of proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Technically savvy with Microsoft Office 365 applications such as SharePoint, Teams and OneNote.
• Demonstrated ability and willingness to use AI tools to improve productivity, decision-making, work quality, and to reduce costs. The successful candidate must be able to identify appropriate AI use cases and critically evaluate AI-generated outputs.

OTHER SKILLS & COMPETENCIES:

• Accuracy focused, detail oriented, and strong organizational skills.
• Strong analytical, verbal and written communication skills.
• Must exhibit professional executive presence and display high level of professionalism, confidence, poise, and composure.
• Ability to maintain confidentiality with tact and diplomacy.
• Ability to perform several tasks simultaneously, organize and prioritize work while meeting aggressive deadlines with accuracy and attention to detail.
• Strong project management skills.
• Works independently and always exercises good judgment and discretion

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