Executive Assistant and Brand Specialist

Arbill Industries Inc•Philadelphia, PA

About The Position

This role exists to ensure the CEO operates in a constant state of clarity, momentum, and strategic focus — across business, personal, and family domains. The role Lead serves as both trusted right hand and brand operations driver. This position combines high-level executive and personal support with hands-on leadership of marketing and communications initiatives — executed directly and through contractors, agencies, and virtual assistants. The ideal candidate builds systems, leverages technology fluently, anticipates needs before they arise, and ensures both personal and business operations run seamlessly.

Requirements

Executive-level personal assistant expertise
Operational oversight and project management
Marketing and communications management
Vendor and contractor leadership
Technology and systems optimization
Exceptional organizational and project management skills
Strong written and verbal communication
High attention to detail
Ability to manage multiple complex workstreams simultaneously
Technology-forward and systems-oriented
Experience managing vendors, agencies, and contractors
Discretion, professionalism, and sound judgment
Proactive problem solver with anticipatory thinking

Responsibilities

Own and manage the CEO’s fully integrated calendars (business, personal, family).
Manage multiple inboxes, draft responses, prioritize communications, and flag critical matters.
Maintain contacts and ongoing communication and connections with core contact lists: outlook and dynamics
Proactively resolve scheduling conflicts and optimize time allocation.
Coordinate all travel (business and personal), memberships, affiliations, and related logistics.
Plan and execute business meetings, professional gatherings, and personal events.
Track expenses, documentation, and budgets related to personal and executive activities.
Support legal, contractual, and compliance-related administrative matters.
Maintain strict confidentiality and discretion in all communications.
Build systems that streamline the CEO’s life and reduce decision fatigue.
Oversee household vendors, service providers, and personal projects.
Update website content, updates, and integrations as needed and directed.
Manage social media presence and content execution.
Coordinate development and/or update marketing collateral, pitch decks, presentations, and brand materials.
Ensure brand consistency across platforms and touchpoints.
Support CEO with Sales communications, meeting follow ups, appointment setting, and any needed materials
Manage marketing contractors, virtual assistants, designers, developers, and agencies as appropriate.
Set timelines, hold vendors accountable, and ensure high-quality deliverables.
Track project progress and maintain documentation across initiatives.
Support property-related projects, renovations, or business expansions as needed.
Navigate and optimize marketing platforms as directed or needed (website CMS, email systems, CRM, social tools).
Implement and manage project management software and workflow systems.
Leverage automation and digital tools to increase efficiency.
Maintain organized digital file systems and documentation standards.