Executive Assistant

Phillips Edison & Company, Inc. • Cincinnati, OH

9d • Onsite

About The Position

Executive Assistant (On-Site, Cincinnati, OH) We are seeking a highly capable, organized, and driven Executive Assistant to support two SVPs, managing complex, full-time needs for one (Head of Investor Relations) and focused, limited-capacity administrative tasks for the second (Head of Marketing). The ideal candidate is a self-starter who operates with urgency, communicates clearly, and consistently finds a way to get things done as part of a fast-paced company. The Executive Assistant will join the Investor Relations team and serve as a key contributor to the continued success of PECO. We need someone who has positive energy and who loves to work through complex problems and get to the solution required for speed and positive outcomes. The role involves extensive event coordination for a team that is results-oriented, with a focus on attention to detail and quality.

Requirements

• 3+ years of senior administrative assistant experience in a professional setting required, preferably supporting senior leadership positions (SVP/VP level) or similar experience
• Excellent attention to detail, outstanding organizational and time-management skills, ability to prioritize and efficiently manage multiple tasks and deadlines in a fast-paced corporate environment
• Proven track record of problem-solving skills in a professional environment
• Ability to manage competing priorities with calm and confidence
• Excellent written and verbal communication skills with the ability to interface professionally with associates at all levels of an organization, both internally and externally
• Excellent computer and technical skills including a high level of competency in the Microsoft Office suite of products (Outlook, Teams, Word, Excel, PowerPoint) and Adobe Acrobat
• Comfort with learning and using online platforms and artificial intelligence (AI) tools including Microsoft CoPilot Studio, Monday.com work management platform, and Nasdaq’s IR Insight CRM database
• Consistently exhibits a professional demeanor and enthusiasm for the business; takes pride in representing a team that is highly visible both inside and outside PECO
• Demonstrates a sense of urgency and confidentiality in handling sensitive investor information
• Must be a self-starter with the ability to adapt to change
• Demonstrated ability to work independently and as a team

Nice To Haves

• Bachelor’s degree preferred

Responsibilities

• Manage SVP-level calendars through Microsoft Outlook, requiring interaction with both internal and external executives, business partners and assistants
• Coordinate travel arrangements through preferred travel site for two SVPs
• Compile, prepare and submit monthly expense reports for two SVPs
• Coordinate on-site meetings, video conferences and conference room scheduling for two SVPs
• Manage and keep current the IR Operations Calendar for the investor relations team
• Coordinate all investor engagement events for the investor relations team including Nareit conferences, investor roadshows, and investor meetings, including registration, calendars, travel, reservations, agendas, setup, arranging for food, technology setup and other event-related activities
• Work closely with the investor relations team to update trackers (Monday.com, Conference Checklist, IR Operating Checklist) to track deadliness and update key milestones for investor relations processes
• Manage the investor relations email inbox through Microsoft Outlook while fielding and responding to inbound inquiries on routine matters
• Support the Annual Meeting of Shareholders and Notice and Access processes by coordinating logistics, managing proxy materials distribution, tracking quorum, and managing virtual meeting logistics
• Maintain the Nasdaq IR Insights customer relationship management (CRM) database by acting as the guardian of data by tracking investor interactions, updating contact profiles and pulling event reports
• Manage and keep current multiple email distribution lists for the investor relations team
• Mange and keep organized the IR Shared Drive (SharePoint) for the investor relations team
• Process invoices and track payments for the investor relations team
• Route incoming mail and courier packages
• Prepare outgoing mail and email
• Responsible for other duties and projects as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level