Senior Executive Assistant

Independence; Philadelphia (Philadelphia County); Híbrido; USD 90.000 - 120.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Hybrid work model

Office presence in Philadelphia (3x/wk

Descripción de la vacante

Independence is seeking an experienced executive assistant to the EVP, General Counsel & Corporate Secretary in Philadelphia. The role manages priorities, governance, communications, and operations with discretion.

You will coordinate meetings, prepare materials, arrange travel, and support Board governance using platforms like Diligent, while maintaining confidentiality and executive presence. Hybrid work requires in-office days in Philadelphia’s market street location.

Formación

• High School diploma or equivalent; undergraduate degree preferred.
• Minimum 7 years of administrative assistant experience supporting senior management.
• Excellent judgment, discretion, and ability to handle confidential information.
• Ability to anticipate needs, solve problems independently, and manage multiple priorities.
• Strong project management, organizational, and stakeholder management skills.
• Experience supporting executive leadership in legal/governance or regulated environments preferred.
• Familiarity with governance processes and governance platforms such as Diligent.
• Excellent verbal and written communication; proficient in MS Office and Adobe Acrobat.
• Customer-focused professionalism; able to work autonomously yet take direction.
• Role requires in-office presence in Philadelphia (1901 Market Street) three days/week with Tri-State residency.

Responsabilidades

• Serve as a trusted strategic partner to the EVP, General Counsel & Corporate Secretary.
• Anticipate executive needs and initiate actions to optimize time and attention.
• Track action items, deadlines, and follow up across Legal and enterprise initiatives.
• Plan, organize, and execute meetings with agendas, briefing materials, and presentations.
• Arrange complex travel itineraries, accommodations, expenses, and reconciliations.
• Coordinate governance activities for Board and Board Committee meetings and materials.
• Maintain governance calendars, records, and onboarding of directors.
• Work with stakeholders to gather and distribute governance documents via Diligent.
• Coordinate with outside counsel, vendors, and internal partners to support objectives.
• Assist with departmental budget tracking, invoices, and purchase requisitions.
• Draft, edit, and prepare executive-level correspondence and communications.
• Support town halls and department-wide communications logistics and materials.
• Build strong relationships across executives, Board members, and partners.
• Demonstrate executive presence and handle confidential information with discretion.
• Participate in hybrid work model and ensure in-office presence aligned with policy.

Conocimientos

Executive support

Project management

Governance coordination

Stakeholder management

Communication

Discretion & confidentiality

Meeting & travel logistics

Budget tracking & invoicing

Cross-functional collaboration

Educación

High School diploma or equivalent

Undergraduate degree preferred

Herramientas

Microsoft Office (PowerPoint, Word, Excel)

Adobe Acrobat (PDF)

Diligent (governance platform)

Descripción del empleo

Role Summary

This role serves as a trusted strategic partner to the EVP, General Counsel & Corporate Secretary and is responsible for managing executive priorities, corporate governance activities, executive communications, special projects, and the efficient operation of the Office of the General Counsel. The successful candidate will combine exceptional organizational capabilities, independent judgment, project management expertise, and executive presence to support department and enterprise objectives while managing highly confidential matters with discretion.

Strategic Executive Support

Serve as a trusted strategic partner to the EVP, General Counsel & Corporate Secretary, proactively managing priorities, identifying conflicts, and recommending solutions to optimize executive effectiveness.

Anticipate executive needs and independently initiate actions to ensure the efficient use of EVP's time and attention.

Track and monitor key action items, commitments, deadlines across the Legal Department and enterprise initiatives, ensuring timely follow-up and execution.

Plan, organize, and execute meetings for the EVP, General Counsel & Corporate Secretary, including preparation of agendas, briefing materials, presentations, and supporting documentation.

Arrange complex travel itineraries, accommodations, and related logistics, including expense reporting and reconciliation.

Board and Corporate Governance Support

Coordinate end-to-end governance activities for Board and Board Committee meetings, including scheduling, preparation, distribution, and administration of meeting materials.

Maintain governance calendars, Board schedules, records, and related documentation to ensure adherence to corporate governance requirements.

Support the preparation and management of Board materials, resolutions, minutes, director communications, and onboarding activities.

Work with key stakeholders to gather, review, and distribute governance materials and manage Board documents through Diligent and other governance platforms.

Ensure all Board, Committee, and governance-related meetings, as well as required preparation sessions, are properly coordinated and calendared.

Legal Department Operations and Project Management

Support Legal Department operational initiatives, special projects, reporting requirements, and continuous improvement efforts.

Lead and coordinate administrative and operational projects from initiation through completion, ensuring deadlines and deliverables are achieved.

Facilitate cross-functional activities on behalf of the EVP, General Counsel & Corporate Secretary and coordinate follow-up with key stakeholders.

Coordinate with outside counsel, vendors, and internal business partners as needed to support departmental objectives.

Assist with departmental budget tracking, invoice management, vendor payments, purchase requisitions, and related administrative processes.

Executive Communications

Draft, edit, and prepare executive-level correspondence, presentations, briefing materials, reports, and other communications.

Prepare meeting briefs, executive summaries, and background materials to support decision-making and leadership discussions.

Compose complex and sensitive correspondence requiring sound judgment, professionalism, and discretion.

Support Legal Town Hall meetings and other department-wide communications by coordinating logistics and presentation materials.

Stakeholder and Relationship Management

Build and maintain effective relationships across all levels of the organization, including executives, Board members, legal leadership, administrative professionals, and external partners.

Demonstrate executive presence and professionalism while serving as a representative of the EVP, General Counsel & Corporate Secretary with internal and external stakeholders.

Navigate incoming communications, inquiries, and requests, exercising sound judgment in managing priorities and directing matters appropriately.

Exercise exceptional judgment, discretion, and confidentiality when handling highly sensitive and confidential information.

Additional Responsibilities

Ensure coordination and scheduling of Legal Leadership meetings, direct report meetings, C-suite meetings, and external Board-related engagements.

Exercise considerable independent judgment in managing competing priorities, scheduling activities, and resolving administrative and operational challenges.

Perform other duties and special projects as assigned.

Qualifications

High School diploma or equivalent required. Undergraduate degree preferred.

Minimum 7 years administrative assistant experience supporting senior level management required

Exceptional judgment, discretion, and ability to handle highly confidential information.

Proven ability to anticipate needs, solve problems independently, and operate effectively in a fast-paced environment with multiple competing priorities.

Strong project management, organizational, and stakeholder management skills.

Demonstrated ability to interact effectively with executives, Board members, and external partners.

Experience supporting executive leadership within a legal, corporate governance, or regulated industry environment preferred.

Experience with Board governance processes and governance management platforms such as Diligent preferred.

Demonstrated excellent organizational, oral, and written communication skills required.

Position requires knowledge of personal computer/software including Microsoft office products (PowerPoint, Word, Excel) and Adobe Acrobat (PDF).

Customer focused professionalism is a primary requirement.

Proven ability to lead and act autonomously but also take direction as necessary

As most executives are in the office regularly, this job requires work to be performed in the Philadelphia (1901 Market Street) office 3 days per week. Successful candidate must live within the Tri-State Area of Delaware, New Jersey or Pennsylvania.

Hybrid

Independence has implemented a \"Hybrid\" model which provides our associates with the ability work in the office 3 days a week (Tuesday, Wednesday & Thursday) and remotely 2 days a week (Monday & Friday). This role is designated as a role that fits into the \"Hybrid\" model. While associates may work remotely, the work must be performed in the Tri-State Area of Delaware, New Jersey or Pennsylvania.

IBX is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to their age, race, color, religion, sex, national origin, sexual orientation, protected veteran status, or disability.

Must have an Android or iOS device which is compatible with the free Microsoft Authenticator app.