We are looking for an Executive Assistant to support daily operations and help keep projects, meetings, and communications running smoothly for a prestigious organization located in the Greater Philadelphia Region. This contract Executive Assistant opportunity with potential for a permanent role is ideal for someone who is highly organized, proactive, and comfortable managing a wide range of administrative and coordination tasks in a fast-paced real estate environment. The role will partner with internal teams and external contacts while ensuring materials, schedules, and reporting are handled accurately and efficiently.
Here’s how you’ll contribute each day:
- Arrange calendars, schedule meetings, and confirm logistics to ensure internal and external sessions run efficiently.
- Provide day-to-day administrative assistance, including drafting correspondence, maintaining records, and supporting special projects.
- Identify prospective vendors, participate in screening conversations, and help evaluate options based on business needs.
- Coordinate event details such as materials, timelines, and onsite support for meetings and company functions.
- Maintain productive relationships with vendors by managing communication, follow-ups, and service-related needs.
- Oversee ordering of branded items, office materials, and event supplies while tracking requests and delivery timelines.
- Prepare and organize documents, presentation materials, and supporting information for meetings and events.
- Distribute surveys, compile responses, and summarize results for internal review and decision-making.
- Create forms, update spreadsheets, and process expense reports using company tools, with training provided on designated systems.
- Serve as a point of contact for internal staff and external partners, helping keep communication clear and tasks on schedule.
Other requirements for the Executive Assistant position include and are not limited to:
- At least 4+years of administrative support experience in a business setting.
- Strong organizational skills with close attention to detail and the ability to manage multiple priorities effectively.
- Excellent written and verbal communication skills for interacting with teams, vendors, and stakeholders.
- Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
- Demonstrated ability to manage time well, work independently, and stay ahead of deadlines.
- A proactive approach with the ability to anticipate needs and take initiative without constant direction.
- Experience handling calendars, spreadsheets, expense reporting, and meeting coordination.
- Bachelor’s degree preferred; equivalent practical experience will also be considered.
Interested candidates should reach out to Tori Gill at 215.568.4580 and reference JO# 03720-0013532911