Team Assistant / PA

Bedford Consulting; Pennsylvania; On-site; USD 45,000 - 75,000; Full time

Job summary

An established industry player is on the lookout for a proactive Team Assistant to support their executive leadership. This role is crucial for ensuring seamless operations and effective communication within the C-suite. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational skills and a positive attitude. Responsibilities include managing complex schedules, coordinating travel arrangements, and fostering strong relationships with stakeholders. If you are passionate about contributing to business success and enjoy a dynamic work setting, this is the opportunity for you.

Qualifications

• 3-5 years of administrative or executive support experience.
• Exceptional organizational skills to manage competing priorities.
• Excellent verbal and written communication abilities.

Responsibilities

• Manage complex calendars and coordinate travel arrangements.
• Organize office logistics and assist in event planning.
• Build strong relationships with internal teams and stakeholders.

Skills

Organizational Skills

Communication Skills

Problem Solving

Time Management

Interpersonal Skills

Education

Bachelor's Degree

Tools

Microsoft Office Suite

Calendar Management Software

Job description

We are seeking an energetic, proactive, and detail-oriented Team Assistant/Personal Assistant to support our C-suite executives. This role is pivotal in ensuring smooth day-to-day operations, managing a dynamic schedule, and serving as the first point of contact for internal and external stakeholders. The ideal candidate is highly organized, maintains strict confidentiality, and excels in a fast-paced environment while bringing a positive, can-do attitude to support our executive leadership.

Accountabilities and KPIs

Executive Support

Calendar & Schedule Management:

Proactively manage complex calendars for the C-suite by scheduling meetings,

appointments, and travel arrangements.

Coordinate logistics for meetings, including room bookings, agendas, and necessary

materials.

Draft, review, and distribute emails, reports, and presentations on behalf of the

executives.

Act as a liaison between the C-suite and internal departments as well as external stakeholders.

Travel & Expense Management:

Organise domestic and international travel, including flight bookings,

accommodations, ground transport, and itineraries.

Process expense reports and manage reimbursement procedures in a timely manner.

Administrative Support

Office Management:

• Coordinate office logistics, including meeting room setups, supply orders, and maintenance support.
• Ensure that executive offices and meeting spaces are organized and equipped for productive sessions.

Event Coordination:

• Assist in the planning and execution of company events, conferences, and both offsite and remote (online) meetings.

Project Assistance:

• Support special projects and administrative initiatives as required by the executive team.
• Monitor deadlines and progress of key projects, ensuring timely follow-ups and communications.

Stakeholder Management

Relationship Building:

• Develop strong relationships with internal teams, customers, vendors, and other external contacts.
• Represent the executive office with professionalism and excellent interpersonal skills.

Confidentiality & Discretion:

• Handle sensitive information with the highest level of confidentiality and professionalism.
• Maintain discretion in all interactions, particularly when dealing with company strategies and personnel matters.

Key Pre-requisites

To be successful in the role, you must possess:

Experience:

• Minimum of 3-5 years of administrative or executive support experience, ideally in a services or software corporate environment.
• Proven track record supporting senior leadership, with experience in managing fast-paced schedules and coordinating multiple priorities.

Organisation & Time Management:

• Exceptional organizational skills with the ability to multitask and manage competing priorities effectively.
• Strong attention to detail to ensure all administrative tasks are executed accurately

Communication:

Excellent verbal and written communication skills, with the ability to draft professional correspondence.

Confident in interacting with senior executives and various stakeholders

. Technical Proficiency:

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and

familiarity with calendar management and expense tracking software.

• Ability to quickly learn new systems and technologies

Problem Solving:

• Proactive, resourceful, and able to anticipate the needs of the executives.
• Demonstrated ability to work independently and to take initiative when necessary.

Interpersonal Skills:

High emotional intelligence with the ability to work collaboratively in a team environment.

Strong customer-service orientation and approachable demeanour.

Other Requirements

Flexibility: Willingness to work beyond standard office hours occasionally when required to meet deadlines or support key events.

Professionalism: A polished and professional presentation, reflecting the high standards expected in supporting C-suite executives.

Reports to: CEO

Direct Reports: N/A

Package: TBA

Our preferred selection process includes a combination of interviews and assessment centres. A dditionally, to protect our business interests and ensure employee wellbeing, we reserve the right to conduct proportionate pre-employment checks and ongoing diligence both before and during employment.

If you are passionate about driving business success in a fast-paced environment, we encourage you to apply!