Magna Legal Services - Philadelphia, PA
posted 3 months ago
Magna Legal Services is seeking a confident, proactive, and experienced Executive Assistant to support members of our Leadership Team. This role is crucial in ensuring the smooth operation of the executive office and involves a variety of tasks that require a high level of organization and attention to detail. The Executive Assistant will be responsible for coordinating complex schedules and logistics, liaising with both internal departments and external clients, arranging travel and events, preparing and proofing materials and presentations, and providing general administrative assistance to the company executives. The ideal candidate will have at least 4 years of relevant experience and excels at working both independently and collaboratively, managing multiple projects and deadlines simultaneously, and handling confidential information with discretion. The Executive Assistant must possess a “no job too small or too large” attitude, be flexible and energized by change, and take pride in making both the Executive Team and larger office run smoothly and efficiently. This position requires the ability to travel monthly to corporate headquarters in Philadelphia, PA, which is an essential aspect of the role. The successful candidate will be expected to manage the Executive Team's complex and ever-changing calendars, proactively recognize the impact of a shift in priorities or existing conflicts, and take the necessary actions to reschedule, often on short notice, while communicating changes to all impacted participants. In addition to calendar management, the Executive Assistant will coordinate travel arrangements, including air, hotel, ground transportation, and meal reservations for the leadership team as needed. Building and maintaining cooperative relationships with clients and colleagues at all levels, both internally and externally, is vital. The role also involves handling highly sensitive information with utmost discretion and exercising proper judgment. The Executive Assistant will type and proof correspondence, including letters, memos, documents, and reports as requested or as circumstances dictate, and provide support for leadership meetings, including scheduling, material/presentation preparation, and other logistics.