Executive Administrative Assistant

New Life Staffing, LLC is a leading staffing and recruitment firm located in the Montgomery County area. We are currently seeking a hands-on individual to become part of our team in our Pottstown, PA location on a part-time basis (Monday - Wednesday).

The Executive Administrative Assistant will provide high-level administrative support as a high-level integrator and coordinate the day-to-day operations for the CEO and Senior Level Management team. The EA will handle a wide range of administrative and executive support-related tasks, with the ability to work independently with little or no supervision. She or he must be a highly resourceful team player who is comfortable working in a fast-paced environment, with all levels of internal staff, as well as outside clients, while remaining flexible, proactive, and efficient. The ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. Discretion and confidentiality are of the utmost importance.

Responsibilities

• Providing high-level executive support for 2-3 senior executives (CEO, Regional VP and VP of Human Resource) in a fast-paced and changing client service environment. You sweat the small stuff, have strong attention to detail and accuracy, particularly when under pressure and with minimal guidance.
• Organize and schedule (and re-schedule) client and internal meetings and events; proactively manage extremely complex calendars strategically thinking 2-3 steps ahead with each request; leverage your executive’s time effectively with an understanding of business priorities.
• Anticipate and coordinate point-to-point travel needs, including booking (and unbooking) all travel and hotels, directions, commuting time and ground transportation. You’re proactive, looking ahead at what needs to be done on all dimensions, and executing with precision.
• Process expenses reports on a timely basis.
• Solve problems before anyone knows they exist!
• Maintain confidentiality – you will be privy to sensitive information.
• Actively support business development efforts by creating templets for contracts in DocuSign and ensuring that all parties sign agreements.
• Conduct research and gather information to help problem solve questions.
• Assist with creating and preparing client team materials – slides, proposals, onboarding decks, including proofreading and copying/binding.
• Performing other duties as assigned or required, including some personal support will vary.

Experience and Qualifications

• High school diploma required; Bachelor’s degree preferred
• At least 5 years of experience providing high-level administrative support to executives.
• Ability to handle confidential information in a professional manner.
• Excellent communication and interpersonal skills.
• Demonstrated customer service skills.
• Strong decision-making, problem-solving and organization skills
• Effective time-management and strong sense of urgency
• Demonstrated ability to complete work effectively and in a timely manner with minimal supervision.
• Proficiency with various computer software applications (including Microsoft Word, PowerPoint, and Excel, as well as Acrobat Adobe and Docusign)