Executive Assistant

iPipeline•Radnor Township, PA

3d•Onsite

About The Position

The Executive Assistant is a seasoned professional who serves as a strategic partner to senior leadership, independently managing a broad and complex scope of executive support and office operations with minimal oversight. The role is on-site four days per week and leads event planning and execution, manages vendor and facilities relationships, prepares executive-level communications and presentations, and develops systems and processes to support effective executive operations. The Executive Assistant is expected to exercise exceptional judgment, advanced organizational skills, and a polished professional presence, and to informally guide less-experienced colleagues. The position supports multiple senior executives or an executive leadership team through complex calendar and travel management, executive correspondence, meeting and event logistics, document and presentation production, research, confidential records management, cross-functional project coordination, and office administration. It also manages office supplies and procurement, kitchen standards, vendor relationships, and facilities issues, with consistent in-person availability required for day-to-day executive and office needs.

Requirements

Expert-level proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams, and ability to use advanced features to create complex deliverables and optimize executive workflows.
Advanced executive calendar management skills, including independent management of multiple complex, multi-time-zone calendars and autonomous scheduling decisions.
Proficiency with virtual meeting and collaboration platforms, including configuring, troubleshooting, and optimizing environments for high-visibility executive sessions.
Expertise in digital filing systems, document repositories, and version control, including SharePoint, and knowledge of data governance and recordkeeping practices.
Proficiency with corporate travel booking and expense management platforms; ability to manage complex domestic and international travel and reconcile expenses accurately and in compliance with policy.
Proficiency with project management and workflow platforms such as Asana, Monday.com, or similar.
Track record supporting multiple senior executives or an executive leadership team in a fast-paced, technology-driven or professional services environment.
Demonstrated discretion and sound judgment when handling complex, sensitive, and confidential information.
Ability to handle moderately complex and ambiguous assignments autonomously, identify root causes and downstream implications, and develop well-reasoned solutions with minimal guidance.
Working proficiency with AI-powered productivity tools and automation platforms and ability to identify workflow-efficiency opportunities.
Advanced written and verbal communication skills, including independently crafting executive-level communications, presentations, and correspondence; polished executive presence.
Advanced organizational and planning skills, including management of complex, multi-stream workloads and development of systems to track priorities and deadlines.
Exemplary attention to detail and a demonstrated ability to produce accurate, high-quality work under tight deadlines.

Responsibilities

Independently manage complex, multi-time-zone calendars for multiple senior executives or an executive leadership team, anticipate scheduling needs, optimize time allocation, and resolve conflicts.
Manage complex domestic and international travel programs, prepare multi-destination itineraries, navigate visa and regulatory requirements, and ensure accurate, policy-compliant expense reporting.
Manage executive correspondence and act as a trusted representative voice for senior leadership; develop communication frameworks and standards.
Plan and execute executive and leadership meetings and company or holiday events, including vendor coordination, supplies, catering, setup, teardown, minutes, and follow-up on action items.
Prepare sophisticated executive-level presentations and communications, translate complex information into polished narratives, and review executive-facing documents and deliverables.
Design and manage executive reporting tools, dashboards, and tracking systems; analyze trends, surface findings, and recommend adjustments to support decision-making.
Conduct research and analysis on complex topics and synthesize findings into executive-ready briefings, proposals, and recommendations.
Manage and improve executive records and documentation systems, ensure compliance with data governance standards, and advise the executive team on information-management best practices.
Lead cross-functional project coordination on behalf of executives, manage timelines, dependencies, and deliverables, and proactively resolve issues.
Manage office operations, including supply inventory and procurement, kitchen cleanliness and stocking, vendor relationships, and coordination of facilities maintenance and issue resolution.
Maintain an on-site presence four days per week to support executive operations and day-to-day office needs.