Executive Assistant

$60,000 - $70,000/Yr

Unclassified - Philadelphia, PA

Full-time - Mid Level

Philadelphia, PA

About the position

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, and preparing and proofing materials and presentations. The ideal candidate will have at least 4 years of relevant experience and excel at working both independently and collaboratively, managing multiple projects and deadlines simultaneously, and handling confidential information with discretion. In this position, the Executive Assistant will manage the Executive Team's complex and ever-changing calendars, proactively recognizing the impact of shifts in priorities or existing conflicts. This requires taking necessary actions to reschedule appointments, often on short notice, and communicating changes to all impacted participants. Additionally, the role involves coordinating 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 essential for success in this role. The Executive Assistant will also handle highly sensitive information with utmost discretion and exercise proper judgment in all matters. Typing and proofing correspondence, including letters, memos, documents, and reports, will be part of the daily responsibilities. Furthermore, providing support for leadership meetings, including scheduling, material and presentation preparation, and other logistics, is a key aspect of this position. The ideal candidate should have 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 the larger office run smoothly and efficiently. This position requires the ability to travel monthly to corporate headquarters in Philadelphia, PA.

Responsibilities

• Manage the Executive Team's complex and ever-changing calendars.
• Proactively recognize the impact of a shift in priorities or existing conflicts and take necessary actions to reschedule appointments.
• Coordinate travel arrangements, including air, hotel, ground transportation, and meal reservations for the leadership team.
• Build and maintain cooperative relationships with clients and colleagues at all levels, both internally and externally.
• Handle highly sensitive information with utmost discretion and exercise proper judgment.
• Type and proof correspondence, including letters, memos, documents, and reports as requested.
• Provide support for leadership meetings, including scheduling, material/presentation preparation, and other logistics.

Requirements

• Bachelor's Degree required.
• A minimum of 4 years professional experience in a fast-paced environment.
• Outstanding written and verbal communication skills.
• Experience with large meeting/event planning and organization.
• Ability to work independently as well as an integral member of various teams.
• Strong organizational and time management skills with meticulous attention to detail.
• Proven ability to meet deadlines, prioritize assignments, and juggle multiple tasks simultaneously.
• Strong proficiency in Microsoft Office, especially Outlook, Teams, Word, and PowerPoint.
• Highly motivated self-starter with strong customer service focus.
• Ability to travel 10% of the time.