Senior Executive Assistant

Glenmede; Philadelphia (Philadelphia County); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Glenmede seeks a Senior Executive Assistant to provide proactive administrative support to multiple senior executives in a hybrid Philadelphia setting. You will manage calendars, travel, expenses, meeting materials, and confidential operations with discretion and sound judgment to enable executive effectiveness.

Successful candidates will have a Bachelor's degree or equivalent, 3–5 years supporting senior executives, and strong proficiency with Microsoft Office and calendar/travel/expense tools.

Qualifications

• Bachelor's degree or equivalent experience.
• 3–5 years of experience supporting senior executives in financial services or fast-paced corporate environments.

Responsibilities

• Manage calendars for multiple senior executives in a fast-paced environment.
• Coordinate travel arrangements including flights, hotels, and ground transportation.
• Prepare, format, and proofread meeting materials and presentations.
• Draft, proofread, and edit executive communications.
• Provide backup support to other Executive Assistants and support onboarding of junior staff.

Skills

Discretion

Judgment

Confidentiality

Communication

Organization

Multitasking

Problem-solving

Proactive

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Calendar tools

Travel platforms

Expense systems

Job description

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.

Senior Executive Assistant

Full Time Exempt Clerical Philadelphia, PA, US

9 days ago Requisition ID: 1408

For more than 65 years, Glenmede’s independent ownership, innovation and unwavering commitment to our clients have made us a trusted partner for private wealth, endowment & foundation, and investment management clients.

Our people are invaluable. Through a team-oriented environment, your knowledge, expertise and varied backgrounds contribute to thoughtful innovation. Our culture foster opportunities for continuous career growth and development in all areas of the organization. Working at Glenmede, you will experience the infrastructure and resources of a large firm combined with the client and employee focus of an independently owned boutique.

This position will operate in a hybrid work environment, 3 days per week in the office (Philadelphia, PA).

OVERVIEW:

This position provides proactive administrative support to multiple senior executives in our Private Wealth business and corporate functional areas, managing calendars, travel, expenses, meeting materials, and confidential office operations with professionalism and sound judgment.

RESPONSIBILITIES:

Calendar and Schedule Management.

Serve as the primary scheduling contact for multiple senior executives, prioritizing requests, resolving conflicts, and proactively managing complex calendars.

• Manage calendars for multiple executives in a fast-paced environment.
• Schedule internal and external meetings, prioritizing requests with discretion.
• Anticipate and resolve scheduling conflicts, communicating changes promptly.
• Coordinate meeting logistics, technology, and materials.
• Coordinate scheduling with clients and external contacts professionally.

Meeting and Material Preparation.

• Prepare, format, and proofread meeting materials and presentations.
• Compile background materials and pre-reads to support executive preparation.
• Take and distribute meeting notes or minutes as needed.
• Partner with Executive Assistants and departments to gather materials for key meetings.

Travel and Expense Management.

• Plan and coordinate domestic travel, including flights, hotels, and ground transportation.
• Proactively troubleshoot travel disruptions and adjust itineraries as needed.
• Prepare, submit, and reconcile expense reports in line with firm policy.
• Track recurring administrative expenses and invoices.

Communication and Relationship Management.

• Serve as a professional, discreet contact for internal and external stakeholders.
• Draft, proofread, and edit executive correspondence and communications.
• Screen and prioritize communications, escalating as appropriate.

Confidentiality and Judgment.

• Maintain discretion with sensitive information and exercise sound judgment, tact, and diplomacy with minimal supervision.

Team Coordination and Backup Support.

• Provide backup support to other Executive Assistants to ensure seamless executive coverage.
• Partner with administrative colleagues on projects and firm events.
• Support onboarding or guidance for junior administrative staff as needed.

Firm Building.

Contribute to department and firm-wide initiatives that improve capabilities, address business needs, enhance the employee and client experience, and streamline processes. Perform other duties as required.

REQUIRED QUALIFICATIONS:

• Bachelor's degree or equivalent experience required.
• Three to five years of experience supporting senior executives, ideally in financial services, professional services, or a fast-paced corporate environment.

PREFERRED QUALIFICATIONS:

• Exceptional discretion, judgement, and confidentiality.
• Experience supporting multiple executives in a fast-paced environment.
• Advanced proficiency in Microsoft Office, calendar tools, travel platforms, and expense systems.
• Polished presence with the ability to interact confidently with clients and external contacts.
• Ability to anticipate needs, act proactively, and exercise independent judgment.
• Excellent verbal and written communication skills.
• Strong organizational, multitasking, and problem-solving skills.
• Ability to work under pressure and adapt to shifting priorities.
• Accuracy and attention to detail.

Headquartered in Philadelphia, PA, Glenmede has 9 office locations in the US. For further information, please visit http://www.glenmede.com .

Our Benefits Overview: should be italicized

• -Competitive health and welfare benefits, including company HSA contributions
• -Numerous voluntary benefit choices available
• -Company subsidized commuter benefits
• -Generous paid time off, including parental leave

Glenmede is an equal opportunity workplace and is committed to ensuring equal employment opportunity without regard to any legally protected characteristics. To learn more about Glenmede’s policy on equal employment opportunity, please visit https://www.glenmede.com/equal-opportunity-employer/ .

** We are not seeking agency assistance with this role. No agencies, third parties, or phone calls, please. Glenmede is not accepting unsolicited resumes from search firms. All resumes submitted by search firms to any employee at Glenmede via-email, the Internet, or directly without a valid written search agreement will be deemed the sole property of Glenmede, and no fee will be paid in the event the candidate is hired by Glenmede.