Executive Assistant - Executive Leadership Team

Bonduelle Americas • Philadelphia, PA

2d • Hybrid

About The Position

We are seeking a highly organized, proactive, and discreet Executive Assistant to the Executive Leadership Team to provide high-level administrative and operational support to three members of the Executive Leadership Team. This is a fast-paced, highly visible role requiring exceptional judgment, organization, communication, and attention to detail. The Executive Assistant will serve as a trusted partner to the executives, managing complex calendars and priorities, coordinating domestic and international travel, supporting expense management, preparing for meetings, and ensuring seamless communication and follow-through across the organization. The ideal candidate is someone who can anticipate needs, build strong relationships, operate with a high degree of confidentiality, and confidently manage multiple priorities while maintaining a professional and service-oriented approach.

Requirements

• 5+ years of experience supporting senior executives, preferably C-suite or Executive Leadership Team members.
• Experience supporting multiple executives in a fast-paced corporate environment.
• Exceptional calendar management and organizational skills.
• Demonstrated experience coordinating complex domestic and international travel.
• Strong experience with expense reporting and executive-level administrative processes.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to build relationships at all levels of an organization.
• Ability to manage confidential and sensitive information with discretion.
• Strong attention to detail and follow-through.
• Ability to anticipate needs, prioritize competing demands, and work independently.
• Comfortable operating in a dynamic environment where priorities can change quickly.
• Strong Microsoft Office/365 skills, particularly Outlook, Teams, Word, PowerPoint, and Excel.
• Ability to work collaboratively as part of an Executive Assistant team.

Responsibilities

• Provide comprehensive administrative support to three Executive Leadership Team members.
• Manage complex and frequently changing executive calendars, including internal and external meetings, and conference calls.
• Proactively identify scheduling conflicts and recommend solutions based on executive priorities.
• Coordinate meetings across multiple time zones, locations, and organizations.
• Ensure executives are prepared for upcoming meetings by coordinating agendas, pre-reads, presentations, and other necessary materials.
• Maintain strong communication with internal teams, external partners, and other Executive Assistants.
• Serve as a trusted gatekeeper and point of contact for scheduling and executive priorities.
• Coordinate all aspects of domestic and international business travel, including flights, hotels, ground transportation, itineraries, and changes while traveling.
• Manage complex travel schedules and last-minute adjustments.
• Prepare detailed travel itineraries and ensure executives have all necessary information prior to departure.
• Coordinate travel logistics with internal teams, external partners, when needed.
• Provide support for executive travel-related needs while executives are on the road.
• Manage and coordinate expense reports for assigned executives and approve appropriate members of their teams' expense reports.
• Ensure expenses are submitted accurately and on time, with appropriate receipts and supporting documentation.
• Monitor expense requirements and company travel & entertainment policies.
• Attend select leadership meetings and take detailed, accurate meeting notes.
• Track action items, follow-ups, and commitments and help ensure timely completion.
• Build strong working relationships with members of the Executive Leadership Team and their respective teams.
• Maintain close communication with executive team members to understand priorities, deadlines, and changing needs.
• Help coordinate team meetings, leadership sessions, offsites, and other executive events.
• Assist with meal planning and catering coordination for team meetings, and events.
• Support planning and execution of team events, celebrations, meetings, and other team-building activities.
• Develop strong relationships across the organization and become a trusted resource for the executives and their teams.
• Work closely with other Executive Assistants to coordinate schedules, meetings, travel, and organizational priorities.
• Partner with HR, Finance, IT, Facilities, Communications, and other departments as needed.
• Assist the broader EA team with coverage and special projects when needed.
• Contribute to a collaborative, team-oriented EA environment and provide support where needed during high-volume periods.
• Handle highly confidential and sensitive information with the highest level of discretion.
• Exercise sound judgment when managing confidential executive, employee, business, financial, and organizational information.
• Maintain professionalism and confidentiality in all internal and external interactions.
• Provide occasional support outside of standard business hours when business needs require it, particularly related to executive travel, time-sensitive matters, or critical meetings.
• Anticipate executive needs and proactively address issues before they become problems.
• Take on additional responsibilities and provide coverage for the EA team as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed