Executive Assistant & Operations Coordinator

EfficientAide; Philadelphia (Philadelphia County); Presencial; USD 45 000 - 50 000; Tempo integral

Vantagens oferecidas por esta oferta de emprego

Health insurance contribution

Paid vacation

Ongoing training and development

Growth opportunities within boutique

Resumo da oferta

Henry A. Davidsen seeks a sharp, discreet, highly organized Client Experience and Operations Coordinator to join the Philadelphia showroom. You will own the President's calendar, supervise showroom flow, greet clients, and ensure a flawless premium experience.

You will manage orders and invoices in QuickBooks, track inventory, support internal projects, and contribute to marketing and brand consistency across client interactions.

Qualificações

• High degree of trust, discretion and confidentiality.
• Ability to anticipate needs and align with executive priorities.
• Proactive, self-starting mindset with strong follow-through.
• Exceptional verbal and written communication with a professional, polished presence.
• Hospitality-first orientation in luxury service environments.

Responsabilidades

• Executive Support & Calendar Management for the President.
• Showroom operations and client-facing hospitality.
• Administrative tasks: orders, invoicing, and records in QuickBooks.
• Vendor communication, inventory tracking, and process improvements.
• Brand support: social media scheduling and event photography.

Conhecimentos

Trust & Discretion

Discretion

Proactiveness

Attention to detail

Executive presence

Communication

Hospitality

Tech fluency

Ferramentas

QuickBooks

Google Suite

CRM platforms

Descrição da oferta de emprego

Our client is Philadelphia's premier destination for bespoke menswear and luxury image consulting. They specialize in custom, hand-crafted suits and comprehensive styling services for discerning clients who value attention to detail, exceptional service, and a refined experience that is truly one-of-a-kind. Their mission is simple: craft confidence, one garment at a time.

Their Core Values:

Be Reputable

Hold yourself to the highest standard

Be Extraordinary

Exceed every expectation

Show up as your genuine self

Commit to continuous growth

About the Role

We are looking for a sharp, discreet, and deeply organized professional to join this team as a Client Experience and Operations Coordinator. This is not a standard front-desk role. It combines showroom operations and client-facing hospitality with genuine executive support for the company's President and Visionary.

The right person will quickly become a trusted extension of the President's day, owning his calendar, protecting his time, and learning to think the way he thinks. You will be someone who anticipates needs before they are expressed, exercises sound judgment with confidential information, and understands that how you show up in this role reflects directly on the brand.

This role is ideal for someone who is growth-oriented, excited to evolve with the position, and looking for a long-term home where they can make a real impact.

Key Responsibilities

Executive Support and Calendar Management

• Manage the President's calendar with full ownership, including vetting and scheduling requests, protecting focus time, and ensuring every commitment is intentional and well-prepared
• Act as a trusted gatekeeper, evaluating inbound opportunities and communications with sound judgment and discretion
• Support executive email management, correspondence, and internal project coordination
• Handle sensitive and confidential information with the highest level of professionalism and care
• Learn to anticipate the President's priorities, think proactively on his behalf, and surface what matters before being asked

Client Experience and Showroom Management

• Greet every client warmly and ensure the showroom reflects the premium standard Henry A. Davidsen is known for
• Track and remember client preferences, ensuring each visit feels personalized and seamlessly executed
• Manage appointment flow and ensure every guest feels valued, attended to, and unhurried
• Maintain a spotless, well-stocked showroom environment at all times

Administrative and Operations

• Accurately enter orders and invoices in QuickBooks and maintain organized digital and physical records
• Track inventory and shipping, handle vendor communication, and manage fabric orders
• Support internal project coordination and follow through on tasks and communications without prompting
• Identify and suggest process improvements that make the team and showroom run more efficiently

Marketing and Brand Support

• Assist with social media scheduling, showroom and event photography, and seasonal campaign support
• Represent the Henry A. Davidsen brand with polish and professionalism in every client and vendor interaction

What We Are Looking For

The non-negotiables for this role go beyond skills. We are looking for someone who brings:

• An exceptionally high degree of trust, discretion, and confidentiality. You handle sensitive information carefully and never treat it casually
• The ability to get in sync with how Brian thinks, anticipating his needs, preferences, and priorities without needing to be told
• A proactive, self-starting mindset. You see what needs to be done and do it, without waiting to be asked
• Strong attention to detail and follow-through. Completeness and accuracy are non-negotiable in everything you touch
• Exceptional verbal and written communication skills, with a professional and polished presence at all times
• A hospitality-first orientation. Clients are guests, and you treat them accordingly
• Tech fluency including QuickBooks, Google Suite, CRM platforms, and comfort navigating new tools quickly
• A growth mindset. You are excited to evolve into a bigger role as trust is established
• Experience in luxury, fashion, hospitality, or high-end service environments is a strong plus

What This Role Is Not

This is not a role for someone who needs close direction, prefers to stay in their lane, or is uncomfortable with ambiguity. The right person thrives in an environment where priorities shift, takes ownership without being asked, and holds themselves to a personal standard that matches ours.

• Salary: $45,000 to $50,000 based on experience
• Health insurance contribution
• Paid vacation
• Ongoing training and professional development
• Real opportunity for growth within a boutique luxury business as trust and capability are demonstrated

Why This Company

This team believes that great clothing is not just about what you wear. It is about the confidence, presence, and impact it creates for the person wearing it. If that idea resonates with you at a personal level, you will understand why their clients keep coming back, and why this role matters.

This is a small, tight-knit team that holds itself to a high standard and genuinely cares about the people they work with. The right person will not just fill a role here. They will grow into something much bigger.