Executive Assistant in Blue Bell, PA

Unisys•Whitpain Township, PA

10d•Onsite

About The Position

Unisys is hiring an Executive Admin to provide high-level administrative and professional support to multiple executives and/or professionals within a medium-to-large business group. The role monitors adherence to administrative and operational processes and control standards, recommends process improvements, and develops a deep understanding of executives’ quarterly and annual business cycles to proactively manage calendars and events. It also performs intermediate-to-advanced analytical work and coordinates programs, events, conferences, and internal or client functions. The position may require after-hours availability to support multiple time zones. The Executive Admin manages complex calendars, communications, travel, meetings, and events; prepares and edits reports, correspondence, and presentations; and coordinates with internal and external stakeholders. The role also supports financial processing and documentation, staff and human resources administration, onboarding and training coordination, and general office operations. It works independently on most tasks, makes moderate-to-high-complexity administrative decisions, and contributes to administrative and operational projects. Overtime, including weekend work, is required with little notice, and home phone and internet access are required. The role may be seconded or reassigned within the broader business group if business needs change.

Requirements

Typically 5–7 years of experience in a senior administrative or professional support function in a fast-paced environment, handling moderately complex issues and conflicting priorities.
Knowledge of financial processing standards and key business processes.
Deep understanding of the organizational unit, its functions and products, and its customer groups.
Very good understanding of processes, policies, and procedures for supporting the business unit.
Strong analytical and mathematical capabilities.
Ability to organize complex, high-volume business information into cohesive professional reports and presentations with little guidance, and recognize and respond to business-related issues within the scope of the material.
Detail-oriented, highly organized, and able to manage time and multitask across numerous tasks with conflicting priorities and deadlines.
Very proficient in administrative tasks and able to coach and mentor junior staff.
Expert-level proficiency with MS Outlook, Word, Excel, and PowerPoint.
Good project management skills to coordinate and lead initiatives.
Exceptionally strong written and verbal communication skills.
Ability to work professionally and courteously with clients and develop and leverage professional working relationships.
Ability to use knowledge of the organization and supported business unit to carry out responsibilities.
Ability to work independently and take a leadership role in building a cohesive team.
Ability to handle confidential materials appropriately.
Availability for overtime with little notice, including weekend work; home phone and internet access are required.

Nice To Haves

Knowledge of the technical services industry is preferred.

Responsibilities

Provide high-level administrative and professional support to executives and professionals in a medium-to-large business group.
Monitor administrative and operational processes and control standards, resolve moderately complex issues, and recommend process improvements.
Learn executives’ quarterly and annual business cycles and proactively manage calendars and events.
Develop relationships across business units, senior leadership, colleagues, and external clients to support cross-functional and international coordination.
Write, edit, and distribute communications, correspondence, presentations, and reports, including recommending content.
Manage executives’ calendars, email, and contacts, and coordinate meetings, client events, conferences, and complex international travel.
Represent and liaise for executives when appropriate, and interface with internal and external executives on behalf of business leaders.
Manage databases or specialized software as needed; collaborate with Business Analysts on customized reports and data quality; and run regular reports.
Develop and edit PowerPoint presentations using existing materials and current brand guidelines.
Process project expenses, including reallocations to appropriate expense or project codes; review and verify invoices for processing and payment.
Identify, recommend, and implement cost-saving opportunities.
Monitor expenses and maintain organized electronic filing systems for reports, correspondence, financial documentation, and business records.
Track staff vacations and absences in accordance with divisional guidelines.
Coordinate onboarding with support groups such as IT, HR, and Administration when needed.
Coach and mentor junior colleagues, provide backup for other administrative staff, and coordinate staff training requirements.
Provide backup and support to the broader Administration team, including Executive Assistants, Administrative Assistants, and Office Management staff.
Help arrange workstations and equipment for department visitors and provide information about the local area.
Manage or participate in administrative and operational projects and build cross-functional relationships to accomplish work.