What they are looking for

The Executive Administrative Assistant position serves as key role in quarterbacking a broad variety of tasks that facilitate the COO’s ability to effectively manage our client’s operations and must ensure comprehensive and effective administrative support for COO, C-Suite, and consultants. In this role, he/she/they will perform a wide range of administrative and office support activities to facilitate efficient operations. To be a successful, you should have a pleasant personality, be extremely organized, and be comfortable multi-tasking. You should also be able to proactively problem solve to deal with urgent situations in a timely and effective manner and be willing to learn and grow within the organization. This position is based in Berwyn, PA at our sister company’s location and requires 5 days per week in office with a schedule of 8:30 am – 5:00 pm Monday through Friday.

What the position will be doing

• Support the Executive Group including administrative, documentation, scheduling, etc. (CEO, CFO, COO, and external director.)
• Provide calendar management for the executive team/consultants including scheduling and prioritizing appointments and meetings.
• Act as Task List Coordinator – manage task tracking, reporting and coordination for key team members. Move Excel & Work documents to a coordinated list and ultimately to task management software like Asana, Jive, Monday or Smartsheets.
• Manage small projects for certain marketing or administrative tasks – Individual must be able to participate and manage various projects related to C-suite activities including meeting management, marketing vendor coordination, and other related projects.
• Act as liaison for accounts receivable and payable to external bookkeeper (Bookminders) utilizing share files and Bill.com.
• Support governance requirements – meeting tracking, scheduling, minutes, filing for key investment projects.
• Meeting material preparation – (agenda, meeting minutes, presentations, research, catering, reservations, etc.)
• Meeting attendance as needed to capture record, compile, transcribe, and distribute minutes of meetings
• Drafting correspondence, recommendations, reports, and memoranda
• Travel - Coordinate travel arrangements (providing scheduling options) including air reservations, hotel reservations, and car rental reservations for OG Executive Team.
• Support sister company’s admin team if needed with any availability.
• Build relationships and coordinate with all staff as needed to ensure a smooth working relationship with the Executive Office so necessary arrangements/information is shared.
• Prepare, modify, and distribute email and other correspondence including reports, memos, forms, and faxes as requested.
• Create and modify PowerPoint, Word and Excel documents as requested.
• Maintain electronic and hard copy filing system and retrieve documents quickly and efficiently upon request.
• Perform other miscellaneous office, administrative, and sales support tasks as directed.
• Perform other related duties as assigned or as necessary; remain flexible and adaptable in work schedules and work assignments as defined by departmental and organization needs.

Necessary Skills, Education & Abilities

• High School diploma, or equivalent, required. Associates or higher degree preferred.
• At least four (4) years of experience in Executive Office support.
• At least six (6) years of overall professional administrative support experience.
• Excellent written and verbal communication skills, and interpersonal skills required.
• Ability to communicate in multiple mediums with all levels within an organization and with clients and customers.
• Ability to be highly transparent, ethical, and driven. Relentless attention to detail, and the ability to be a creative self-starter and team player.
• Must have advanced computer skills, including Outlook, Word, Excel, and virtual collaboration technologies, like Teams and GoTo meeting.
• Advanced Powerpoint skills are mandatory including building sophisticated presentations using animations, slide templating, and image creation.
• Ability to be flexible and adapt to changing processes and procedures.
• Ability to thrive in a fast-paced environment with constantly changing priorities.
• Excellent analytical skills and the ability to provide solutions to complex problems.

About our client

Our client is a development company with a broad range of corporate interests including real estate investments, private equity fund development and the development of operating company interests in technology, health, pharmacy, logistics, fintech, and clinical staffing.

Converge HR Solutions and our clients provide equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.