Senior Executive Assistant/Office Administrator

Clario•Philadelphia, PA

23h•Onsite

About The Position

At Clario, we transform lives by unlocking better evidence. We are seeking an experienced Senior Executive Assistant/Office Administrator to support members of the Executive Leadership Team (ELT) while serving as the first point of contact for our Philadelphia office location. This role is critical to ensuring executive effectiveness, operational efficiency, and a welcoming, well‑organized workplace. The ideal candidate is proactive and highly organized and demonstrates strong situational awareness and time management while thriving in a fast-paced, dynamic environment and consistently anticipating future needs.

Requirements

Bachelor’s degree or equivalent experience required
6–10 years of experience providing C‑level executive support in a fast‑paced environment required
Advanced proficiency with Microsoft Word, Google Workspace, and PowerPoint; working knowledge of Excel
Strong interest in and familiarity with AI‑enabled tools, with curiosity and willingness to continue learning
Excellent written and verbal communication skills, with the ability to interact effectively at all levels of the organization and with external partners
Demonstrated ability to prioritize, plan, and manage multiple competing demands while maintaining accuracy and attention to detail
Proven judgment, problem‑solving capability, discretion, and confidentiality
Ability to work independently with minimal direction and adapt quickly to change
Positive, professional attitude with a high level of productivity and accountability

Responsibilities

Provide high‑level executive support to assigned ELT members, maintaining situational awareness of priorities, time allocations, and organizational goals
Assist with special projects, research, and data collection as needed
Proactively manage complex calendars and itineraries, resolving conflicts and prioritizing meetings with urgency and sound judgment
Leverage technology, including generative AI and automation tools, to enhance executive productivity, streamline workflows, draft communications, analyze information, and manage complex projects, actions and follow-ups.
Handle highly confidential and sensitive business information with discretion, including correspondence with external clients and regulatory agencies, and coordinating signatures for contracts and business documents
Coordinate and execute all travel arrangements for assigned executives, partnering with Finance to ensure timely expense reconciliation
Maintain flexible working hours as needed to support ELT members and clients
Serve as the first point of contact for visitors to the Philadelphia office, ensuring professional and welcoming experience
Act as the escalation point for office and building‑related issues, coordinating with building management and vendors
Manage office access, including entry cards and badge administration
Oversee office vendor relationships, supplies ordering and inventory, mail and parcel distribution, and outgoing shipments
Support on‑site meetings, audits, and events, including room setup and catering coordination
Administer workplace safety responsibilities, including fire and safety training tracking, in coordination with the building landlord
Provide backup support during planned and unplanned absences