Executive Assistant & Office Manager

SERB • Philadelphia, PA

42d • Onsite

About The Position

The Executive Assistant & Office Manager provides high-level administrative, operational, and office management support to the Chief Executive Officer (CEO) and EVP, Chief Commercial Officer (CCO). This role ensures the smooth operation of the executive office and overall site, balancing day-to-day administrative tasks with strategic coordination across departments. The ideal candidate is highly organized, proactive, and professional, capable of managing sensitive information with discretion and handling multiple priorities in a fast-paced, evolving environment.

Requirements

• Organization & Time Management: Ability to manage complex calendars, competing priorities, and multiple executives while keeping the office running smoothly.
• Attention to Detail: Ensures accuracy in correspondence, scheduling, expense reports, and document management.
• Project Management: Plans, coordinates, and tracks office or company-wide initiatives from start to finish.
• Technology Proficiency: Skilled in Microsoft Office and communication platforms (e.g., Teams, Zoom).
• Confidentiality & Discretion: Handles sensitive company and personal information with professionalism.
• Business Acumen: Understands company goals and priorities to anticipate needs and make proactive decisions.
• Communication: Excellent verbal and written skills for clear, professional interaction with internal and external stakeholders.
• Collaboration: Works effectively across departments, often acting as the liaison between executives and staff.
• Emotional Intelligence: Maintains composure, empathy, and professionalism under pressure.

Nice To Haves

• Notary Public capabilities preferred

Responsibilities

• Manage complex calendars, meetings, and travel arrangements for the CEO and CCO, ensuring alignment with business priorities and efficient use of time.
• Process and maintain expenses for executive leadership
• Coordinate logistics for board meetings, leadership team sessions, and external stakeholder engagements.
• Track and prioritize key initiatives, ensuring timely follow-up and execution on deliverables.
• Maintain the highest level of confidentiality when handling sensitive corporate and personnel matters.
• Provide any other support to US executives that may be needed
• Provide support for scheduling meetings, generating contracts, and creating purchase orders (POs) as needed.
• Serve as the designated "Power User" for Contract Logix, managing contract workflows and documentation.
• Oversee logistics for National Sales Meetings, ensuring smooth execution and coordination.
• Consult with Site Leadership to communicate building changes and messages from building management.
• Ensure office supplies and canteen stock levels are maintained.
• Serve as the primary point of contact for facility maintenance tasks.
• Liaise with building management to address any issues.
• Maintain the visitor log and oversee check-ins.
• Answer the main office line and check voicemail messages.
• Assist with mail distribution and delivery coordination.
• Supply badges to site new hires as well as visitors.
• Manage and maintain floorplan of site
• Organize monthly site lunches to foster team engagement.
• Active member of the US Social Committee
• Foster and build relationships with global office managers to create and maintain consistency across sites
• Coordinate sending birthday and anniversary messages to the US team

Benefits

• Vacation, Sick & Personal Time
• Medical, Dental, Vision and other Voluntary benefits
• Paid Parental Leave
• Tuition Assistance
• Discretionary Bonus Plan
• Competitive 401(k), $1 for $1 up to 6% of pay. The safe harbour match is vested immediately. In addition, SERB also offers a discretionary match of up to 4% of pay which vests 20% a year for 5 years.
• 15 Paid Holidays with end of year shut down

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed
• Number of Employees: 251-500 employees