Executive & Personal Assistant

Advertising Specialty Institute; Philadelphia (Philadelphia County); On-site; USD 95,000 - 110,000; Full time

Benefits offered by this job

Medical, Dental, and Vision

Paid maternity and paternity/bonding

Paid daycare for new parents

401(k) with company match

Paid holidays and PTO

Onsite amenities (café, gym, daycare)

EV charging stations

Job summary

Advertising Specialty Institute (ASI) seeks an Executive & Personal Assistant to support a family business owner across business, personal, board, and philanthropic activities. Hybrid role requiring in-person presence 3–4 days weekly, with high discretion and varied responsibilities.

The position emphasizes organization, follow-through, and proactive problem-solving, spanning travel, events, and confidential matters. Compensation ranges from $95,000 to $110,000.

Qualifications

• 3-7+ years of relevant experience in executive support, personal assistance, project coordination, family office, hospitality, customer service, operations, administration, or similar role requiring strong organization, judgment, and follow-through.
• Exceptional organizational, planning, prioritization, communication, and follow-through skills.
• High level of discretion, professionalism, maturity, emotional intelligence, and judgment.
• Advanced proficiency with Microsoft Office, Outlook, Excel, Teams, digital organization systems, and AI-enabled tools to manage information, improve efficiency, and support strong execution.
• Strong typing speed and accuracy, internet research, written communication, and digital information management skills.
• Experience with travel planning, event logistics, expense tracking, document management, vendors, and personal administration is strongly preferred.

Responsibilities

• Manage calendars, scheduling, meetings, deadlines, and follow-up
• Coordinate communications, documents, action items, and meeting materials
• Support client interactions, employee recognition efforts, and relationship-focused initiatives
• Maintain organized digital and physical files while handling confidential business, personal, and family information with sound judgment and discretion
• Travel planning and personal logistics coordination for domestic and international needs
• Assist with events, dinners, meetings, family gatherings, and other functions

Skills

Executive support

Calendar management

Travel coordination

Relationship management

Tools

Microsoft Office

Outlook

Excel

Teams

AI-enabled tools

Job description

ASI is the largest global provider of technology B2B services for the $27.7 billion promotional products industry (branding and marketing). With 25,000 clients in 53 countries, our mission is to inspire, inform, and empower our clients’ success every step of the way.

ASI currently has a hybrid work model. This position requires in-person attendance 3 to 4 days a week.

We are seeking an exceptional Executive & Personal Assistant to support a family business owner involved across a wide range of business, personal, family, board, and philanthropic activities.

This is a high-trust, high-discretion, highly varied role for someone who thrives on supporting an engaged family business owner with diverse priorities, relationships, and commitments. This is not a traditional corporate Executive Assistant role. Rather than focusing on corporate gatekeeping, the role is centered on thoughtful support, organization, follow-through, and helping strengthen important relationships. The work includes executive support, personal and family administration, travel logistics, financial organization, project coordination, and high-impact employee- and client-related initiatives. This is not a glamorous or narrowly defined position. The right person is energized by work that ranges from complex projects to routine tasks, and brings the same care, ownership, and follow-through to each. No responsibility is too small if it helps create a successful outcome. Success requires someone adaptable, discreet, tech‑savvy, highly organized, emotionally intelligent, and motivated by creating order, solving problems, and moving important priorities forward.

The salary range for this position is $95,000-$110,000. Individual pay within the range will be based on role‑related experience, education, skills, and qualifications.

What You’ll Do

Executive, Administrative & Relationship Support

• Manage calendars, scheduling, meetings, deadlines, and follow‑up
• Coordinate communications, documents, action items, and meeting materials
• Support client interactions, employee recognition efforts, and relationship‑focused initiatives
• Maintain organized digital and physical files while handling confidential business, personal, and family information with sound judgment and discretion

Personal, Family & Lifestyle Support

• Coordinate personal and family schedules and day‑to‑day logistics
• Support travel, events, gifts, errands, household coordination, and practical personal needs
• Research options and identify practical solutions for new, unfamiliar, or time‑sensitive needs
• Anticipate needs, simplify complexity, and resolve details before they become problems

Travel, Events & Special Projects

• Plan and coordinate domestic and international travel, including flights, hotels, ground transportation, itineraries, documentation, and travel preferences
• Manage airline, hotel, rental car, credit card, and loyalty rewards programs, including redeeming points and rewards effectively when appropriate
• Support events, dinners, meetings, family gatherings, employee appreciation activities, and other functions
• Manage invitations, guest tracking, ticket lists, inventories, supplies, gifts, vendors, venues, service providers, and other logistics
• Track and organize expenses, receipts, invoices, reimbursements, statements, and supporting records for taxes, accounting, insurance, investments, and other administrative matters
• Interface with accountants, attorneys, insurance professionals, and other advisors
• Monitor renewals, memberships, subscriptions, deadlines, and recurring obligations while maintaining systems that keep information organized, accessible, and easy to reuse

Who Thrives In This Role

The best fit is someone who takes pride in making things work well behind the scenes. You may be a strong candidate if you:

• Thrive on variety and are comfortable with responsibilities that change from day to day
• Handle both large projects and small details with ownership, care, and no ego
• Are proactive, resourceful, and willing to figure things out without constant oversight
• Can manage multiple priorities while staying calm, organized, and detail‑oriented
• Communicate clearly, thoughtfully, and professionally
• Exercise excellent judgment with confidential business, personal, financial, and family information
• Are comfortable supporting someone involved in many activities, rather than operating a company day to day
• Value impact over visibility and find satisfaction in helping others be more effective

Qualifications & Experience

You do not need to know how to do everything on day one. Curiosity, adaptability, strong technology skills, and a willingness to learn are often more important than prior experience with a specific task.

• 3-7+ years of relevant experience in executive support, personal assistance, project coordination, family office, hospitality, customer service, operations, administration, or a similar role requiring strong organization, judgment, and follow‑through
• Exceptional organizational, planning, prioritization, communication, and follow‑through skills
• High level of discretion, professionalism, maturity, emotional intelligence, and judgment
• Advanced proficiency with Microsoft Office, Outlook, Excel, Teams, digital organization systems, and AI-enabled tools to manage information, improve efficiency, and support strong execution
• Strong typing speed and accuracy, internet research, written communication, and digital information management skills
• Experience with travel planning, event logistics, expense tracking, document management, vendors, and personal administration is strongly preferred

Additional Expectations

• Work independently while coordinating effectively with family members, employees, advisors, vendors, clients, and other stakeholders
• Adapt to shifting priorities in a dynamic role where no two days are exactly alike
• Support occasional evening, weekend, and event-related responsibilities
• Travel locally as needed between offices, residences, event locations, and other destinations, with a valid driver’s license and reliable transportation
• Organize, move, and transport materials related to events, supplies, and special projects, including items weighing up to 45 pounds

Why This Role Is Meaningful

This role offers the opportunity to become a trusted partner in supporting a wide range of business, personal, philanthropic, and family priorities. The work is broad, practical, and important, requiring someone who takes equal pride in complex projects, routine tasks, and the many details that help create successful outcomes. The right person will not be looking for glamour. They will be looking for trust, variety, responsibility, and the satisfaction of knowing their work creates real value every day.

If you are motivated by helping others succeed, thrive on variety, and are proactive, tech‑savvy, and resourceful, this could be a uniquely rewarding opportunity to create order, solve problems, make things happen, and build a meaningful, long-term role with room to grow.

ASI Offers Full-time Employees a Comprehensive Benefits Package Including

• Medical, Dental, and Vision coverage, available on day one of employment.
• Paid maternity and paternity/bonding leave (12 weeks paid for birthing/primary parent and 4 weeks paid for secondary parent) and a parent support group.
• 12 weeks of paid daycare for new parents (14 weeks at our onsite daycare center, Lots of Love).
• Free Health and Wellness programs.
• Free 24/7 access to Magellan Employee Assistance Program and Teladoc.
• Day one 401(k) with company match.
• Paid holidays, floating days, and paid time off (PTO).
• Office amenities with onsite café, Starbucks, 24/7 free gym access and classes, onsite daycare, EV charging stations, creative spaces such as our community garden club, music room, art room, and relaxation space.

EEO m/f/d/v. ASI is an equal opportunity employer, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or Veteran status. Diversity makes us better.