Executive Assistant

CenterSquare Investment Management LLC • Conshohocken, PA

8d • Onsite

About The Position

The Executive Assistant is a high-impact partner to CenterSquare’s executive team, providing proactive support to the CEO and other senior leaders. The role keeps the executive office running smoothly, drives follow-through across the Leadership Team, filters and summarizes information so executives can focus on priorities, and acts on their behalf with confidence. The Executive Assistant anticipates needs, protects executives’ time and priorities, coordinates executive and firmwide travel, and provides discreet personal support as needed. The position is based in CenterSquare’s Conshohocken office and reports to the Chief Administrative Officer, with a dotted line to the CEO.

The role includes managing executive calendars and inboxes; preparing briefings, meeting agendas, materials, and weekly leadership updates; tracking commitments and following up on action items; and serving as a confidential communications point of contact. Personal support includes coordinating appointments, family commitments, travel, reservations, gifts, service providers, correspondence, and errands. The Executive Assistant also handles executive expenses and firmwide Concur reimbursement support, coordinates office meetings and travel logistics, provides backup headquarters office coverage, and assists with other administrative tasks as assigned.

Requirements

• At least 5 years of executive support experience, including at least 3 years directly supporting a CEO or C-suite executive.
• Proven high-level, proactive executive support experience, including inbox management, executive briefings, and driving follow-through with senior leaders.
• Advanced proficiency in Microsoft 365, including Outlook calendar management.
• Experience with Concur.
• Experience coordinating complex domestic and international travel and scheduling across multiple time zones.
• Exceptional writing skills, including the ability to draft in an executive’s voice and produce concise summaries.
• Confidence, presence, and judgment to push back, set priorities, and act on executives’ behalf with senior leaders, clients, and partners.
• Highly organized and resourceful, with the ability to anticipate needs and resolve problems before they escalate.
• Availability evenings and weekends for travel issues and time-sensitive executive needs.
• Ability to handle highly sensitive business and personal information with integrity and complete confidentiality.

Nice To Haves

• Bachelor’s degree preferred.
• Financial services or asset management experience strongly preferred.

Responsibilities

• Manage executive calendars and schedule internal, client, and external meetings, protecting time for leadership priorities and redirecting requests as appropriate.
• Triage executive inboxes, handle routine matters, draft correspondence, and provide summaries of emails and items requiring attention.
• Prepare weekly updates on executive-team meetings, decisions, deadlines, open items, travel, and events.
• Prepare executives for meetings with briefings, attendee background, agendas, and pre-reads; coordinate Leadership Team agendas and materials.
• Track commitments and action items, follow up with senior leaders, close loops, and flag conflicts, risks, and emerging issues.
• Serve as a central point of contact for the executive team and handle communications confidentially and with integrity.
• Manage personal appointments and family commitments alongside business calendars as needed.
• Coordinate personal travel, reservations, gift purchasing, home and personal service providers, correspondence, and errands as needed.
• Coordinate domestic and international executive travel, accommodations, and itineraries.
• Be available outside business hours, including evenings and weekends, to resolve travel disruptions and rebook travel.
• Coordinate firmwide employee travel, hotel blocks, and logistics for annual international office visits.
• Audit and prepare executive expense reports in Concur.
• Manage the firm’s Concur expense reimbursement process, support employee submissions, and resolve issues.
• Arrange client meetings in the office, including rooms, catering, materials, and guest arrival, in coordination with the Office Operations & Administration Coordinator; maintain organized electronic and physical files.
• Provide backup headquarters office operations coverage with the Chief Administrative Officer when the Office Operations & Administration Coordinator is absent.
• Partner with the Office Operations & Administration Coordinator to administer the firm’s Phillies ticket account, including online access, ticket assignments, and payments.
• Perform additional firm administrative tasks as assigned by the Chief Administrative Officer.

What This Job Offers

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