Personal Concierge / Executive Assistant to the CEO

Fair Trade Outsourcing; Philadelphia (Philadelphia County); On-site; USD 50,000 - 70,000; Full time

Job summary

A leading company is seeking a Personal Concierge to support executive-level management. You will manage schedules, coordinate meetings, and handle confidential information, ensuring operational efficiency. This role requires 6-8 years of experience, strong organizational skills, and the ability to work in a dynamic environment. Proficiency in office software and excellent communication skills are essential.

Qualifications

• 6 – 8 years of experience as an Executive Assistant or similar role.
• Highly proficient in business correspondence.
• Ability to adapt to changing priorities in a fast-paced environment.

Responsibilities

• Manage executive calendars and travel arrangements efficiently.
• Coordinate meetings and events, ensuring seamless execution.
• Draft and proofread correspondence for executives.

Skills

Organizational skills

Time-management

Communication

Discretion

Proactivity

Attention to detail

Education

Bachelor's degree in Business Administration

Bachelor's degree in Communications

Tools

Microsoft Office suite

Job description

We are looking for an Personal Concierge who not only excels in organization and efficiency but also brings a touch of creativity and aesthetic sense to the role. The ideal candidate is proactive, detail-oriented, and energized by working in a fast-paced environment. You will work directly with the CEO, ensuring that all aspects of their professional and personal life are managed with care and precision.

As a Personal Concierge at Fair Trade Outsourcing, you will play a crucial role in supporting executive-level management. You will be responsible for providing high-level administrative support, managing schedules, coordinating meetings, and handling confidential information with the utmost discretion. The Executive Assistant is a key contributor to the efficiency and effectiveness of the executive team.

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Responsibilities:

• Efficiently manage and coordinate executive calendars, including scheduling meetings, appointments, and travel arrangements.
• Serve as a primary point of contact for internal and external stakeholders, demonstrating professionalism and clear communication on behalf of executives.
• Organize and coordinate meetings, conferences, and events, ensuring all logistics are seamlessly executed.
• Draft, edit, and proofread correspondence, reports, and presentations for executives.
• Handle sensitive and confidential information with the utmost discretion.
• Arrange and coordinate travel itineraries, accommodations, and logistics for executive travel.
• Prioritize and manage multiple tasks simultaneously, ensuring that deadlines are met.
• Collaborate with other administrative staff to ensure smooth workflow and efficient support for the entire department.

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_Requirements and Skills: _

• 6 – 8 years of experience as an Executive Assistant or in a similar role supporting high-level executives.
• Strong organizational and time-management skills, with the ability to prioritize tasks effectively.
• Excellent verbal and written communication skills, including proficiency in business correspondence.
• High level of discretion and integrity when handling sensitive and confidential information.
• Proficient in using office software (Microsoft Office suite) and other relevant tools.
• Ability to adapt to changing priorities and work well under dynamic and demanding work environments, ensuring consistent performance even under tight deadlines.
• Proactivity and diligent attention to various responsibilities will be crucial to ensuring operational efficiency and the team's ongoing success.
• Bachelor's degree in Business Administration, Communications, or a related field (preferred).
• Bilingual English - French/Spanish, or German is a plus.