Executive Assistant

Automatic Data Processing, Inc.; Conshohocken (Montgomery County); Presencial; USD 65.000 - 85.000; Jornada completa

Descripción de la vacante

CenterSquare Investment Management is seeking an Executive Assistant to serve as a high-impact partner to the executive team, including the CEO. The role ensures smooth operations, ahead-of-time preparation, and proactive problem-solving for time-sensitive priorities.

Travel coordination and discreet personal support are also part of the position. The ideal candidate has 5+ years of executive support experience, strong writing skills, and excellence in managing complex calendars across time

Formación

• 5+ years of executive support experience, including at least 3 years directly supporting a CEO or C-suite executive (financial services or asset management preferred).
• Proven track record of high-level, proactive executive support, including inbox management and driving follow-through with senior leaders.
• Advanced proficiency in Microsoft 365, including Outlook calendar management, and experience with Concur.
• Experience coordinating complex domestic and international travel across multiple time zones.
• Exceptional writing and ability to draft in an executive’s voice and provide concise summaries.

Responsabilidades

• Manage executive calendars and schedule internal, client and external meetings; protect time for priorities.
• Triage executive inboxes, draft correspondence, and provide high-level summaries of emails and items needing attention.
• Prepare weekly executive team updates with meetings, decisions, deadlines, and travel plans.
• Coordinate Leadership Team meeting agendas, materials, and pre-reads.
• Track commitments and action items; flag conflicts and emerging issues early.
• Provide discreet personal support and maintain confidentiality.

Conocimientos

Executive support

Inbox management

Calendar management

Written communication

Time management

Herramientas

Microsoft 365

Outlook

Concur

Descripción del empleo

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Executive Assistant

ADMINISTRATION Full Time Conshohocken, PA

Executive Assistant

Company Overview:

Founded in 1987, CenterSquare Investment Management is an independent, employee-owned real asset manager focused on listed real estate, private equity real estate and private real estate debt. As a trusted fiduciary, our success is firmly rooted in aligning our interests with those of our clients, partners and employees. CenterSquare is headquartered in suburban Philadelphia, with offices in New York, Los Angeles, London and Singapore. With $15 billion in assets under management (September 2026), CenterSquare and its affiliates are proud to manage investments on behalf of some of the world’s most well-known institutional and private investors.

Job Overview:

The Executive Assistant is a high-impact partner to CenterSquare’s executive team, providing top-tier, proactive support to the CEO and other senior leaders. This individual keeps the executive office running smoothly, drives follow-through across the Leadership Team, filters and summarizes the flow of information so executives stay focused on what matters most, and acts with confidence on their behalf. The ideal candidate is bold, proactive and highly available, especially when travel or time-sensitive issues arise, anticipates needs before they surface, and is comfortable pushing back to protect executives’ time and priorities. This role also coordinates travel for the executive team and the firm and provides discreet personal support as needed. The Executive Assistant reports to the Chief Administrative Officer, with a dotted line to the CEO. The position will be based in CenterSquare’s Conshohocken office.

Key Responsibilities:

Executive Team Support:

• Manage executive calendars and schedule internal, client and external meetings; proactively protect time for priorities and decline or redirect requests that do not align with leadership goals.
• Triage executive inboxes, handle routine matters directly, draft correspondence on executives’ behalf, and provide regular high-level summaries of emails handled and items requiring attention.
• Prepare a weekly update on what is happening across the executive team, including key meetings, decisions, deadlines, open items, and upcoming travel and events.
• Prepare executives for key meetings with concise briefings, attendee background, agendas and pre-reads, and coordinate Leadership Team meeting agendas and materials.
• Track commitments and action items, follow up with the Leadership Team and close loops without being asked; flag conflicts, risks and emerging issues early.
• Serve as a central point of contact for the executive team, handling all communications with integrity and confidentiality.

Personal Support:

• Manage personal appointments and family commitments alongside business calendars as needed.
• Handle personal to-dos such as personal travel, restaurant and event reservations, gift purchasing, and scheduling of home and personal service providers.
• Coordinate personal correspondence and errands as needed, keeping all personal information strictly confidential.

Travel & Firmwide Travel Coordination:

• Coordinate and manage domestic and international travel, accommodations and itineraries for the executive team.
• Serve as the first call for travel disruptions, available outside business hours, including evenings and weekends, to rebook and resolve issues in real time.
• Coordinate firmwide employee travel, including hotel blocks, and plan travel and logistics for the annual international office visits.

Expense, Meeting & Office Administration:

• Audit and prepare executive expense reports in Concur.
• Own the Concur expense reimbursement process for the firm, supporting employees with submissions and resolving issues.
• Set up client meetings in the office, including rooms, catering, materials and guest arrival, in coordination with the Office Operations & Administration Coordinator, and maintain organized electronic and physical files.
• Provide backup coverage for headquarters office operations, alongside the Chief Administrative Officer, when the Office Operations & Administration Coordinator is out.
• Partner with the Office Operations & Administration Coordinator to administer the firm’s Phillies ticket account, including online access, ticket assignment and payments.
• Take on additional firm administrative tasks as assigned by the Chief Administrative Officer.

Qualifications:

• 5+ years of executive support experience, including at least 3 years directly supporting a CEO or C-suite executive; financial services or asset management experience strongly preferred
• Proven track record of high-level, proactive executive support, including inbox management, executive briefings and driving follow-through with senior leaders
• Advanced proficiency in Microsoft 365, including Outlook calendar management, and experience with Concur
• Experience coordinating complex domestic and international travel and scheduling across multiple time zones
• Exceptional writer who can draft in an executive’s voice and produce concise summaries
• Bold and confident, with the presence and judgment to push back, set priorities and act on executives’ behalf with senior leaders, clients and partners
• Highly organized and resourceful, anticipates needs and resolves problems before they explode
• Available evenings and weekends for travel issues and time-sensitive executive needs
• Ability to handle highly sensitive business and personal information with integrity and complete confidentiality

We are an equal opportunity employer and value diversity at our firm. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.