Executive & Personal Assistant

Advertising Specialty Institute • Trevose, PA

22h • $95,000 - $110,000 • Hybrid

About The Position

ASI is seeking an exceptional Executive & Personal Assistant to support a family business owner involved across a wide range of business, personal, family, board, and philanthropic activities. This is a high-trust, high-discretion, highly varied role for someone who thrives on supporting an engaged family business owner with diverse priorities, relationships, and commitments. The work includes executive support, personal and family administration, travel logistics, financial organization, project coordination, and high-impact employee- and client-related initiatives. The right person is energized by work that ranges from complex projects to routine tasks, and brings the same care, ownership, and follow-through to each. Success requires someone adaptable, discreet, tech-savvy, highly organized, emotionally intelligent, and motivated by creating order, solving problems, and moving important priorities forward.

Requirements

• 3-7+ years of relevant experience in executive support, personal assistance, project coordination, family office, hospitality, customer service, operations, administration, or a similar role requiring strong organization, judgment, and follow-through
• Exceptional organizational, planning, prioritization, communication, and follow-through skills
• High level of discretion, professionalism, maturity, emotional intelligence, and judgment
• Advanced proficiency with Microsoft Office, Outlook, Excel, Teams, digital organization systems, and AI-enabled tools to manage information, improve efficiency, and support strong execution
• Strong typing speed and accuracy, internet research, written communication, and digital information management skills
• Valid driver’s license and reliable transportation

Nice To Haves

• Experience with travel planning, event logistics, expense tracking, document management, vendors, and personal administration is strongly preferred

Responsibilities

• Manage calendars, scheduling, meetings, deadlines, and follow-up
• Coordinate communications, documents, action items, and meeting materials
• Support client interactions, employee recognition efforts, and relationship-focused initiatives
• Maintain organized digital and physical files while handling confidential business, personal, and family information with sound judgment and discretion
• Coordinate personal and family schedules and day-to-day logistics
• Support travel, events, gifts, errands, household coordination, and practical personal needs
• Research options and identify practical solutions for new, unfamiliar, or time-sensitive needs
• Anticipate needs, simplify complexity, and resolve details before they become problems
• Plan and coordinate domestic and international travel, including flights, hotels, ground transportation, itineraries, documentation, and travel preferences
• Manage airline, hotel, rental car, credit card, and loyalty rewards programs, including redeeming points and rewards effectively when appropriate
• Support events, dinners, meetings, family gatherings, employee appreciation activities, and other functions
• Manage invitations, guest tracking, ticket lists, inventories, supplies, gifts, vendors, venues, service providers, and other logistics
• Track and organize expenses, receipts, invoices, reimbursements, statements, and supporting records for taxes, accounting, insurance, investments, and other administrative matters
• Interface with accountants, attorneys, insurance professionals, and other advisors
• Monitor renewals, memberships, subscriptions, deadlines, and recurring obligations while maintaining systems that keep information organized, accessible, and easy to reuse
• Work independently while coordinating effectively with family members, employees, advisors, vendors, clients, and other stakeholders
• Adapt to shifting priorities in a dynamic role where no two days are exactly alike
• Support occasional evening, weekend, and event-related responsibilities
• Travel locally as needed between offices, residences, event locations, and other destinations, with a valid driver’s license and reliable transportation
• Organize, move, and transport materials related to events, supplies, and special projects, including items weighing up to 45 pounds

Benefits

• Medical, Dental, and Vision coverage, available on day one of employment.
• 12 weeks paid maternity and paternity/bonding leave for birthing/primary parent and 4 weeks paid for secondary parent
• Parent support group
• 12 weeks of paid daycare for new parents (14 weeks at our onsite daycare center, Lots of Love).
• Free Health and Wellness programs.
• Free 24/7 access to Magellan Employee Assistance Program and Teladoc.
• Day one 401(k) with company match.
• Paid holidays, floating days, and paid time off (PTO).
• Office amenities with onsite café, Starbucks, 24/7 free gym access and classes, onsite daycare, EV charging stations, creative spaces such as our community garden club, music room, art room, and relaxation space.

What This Job Offers

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