Administrative Assistant at Deerfield Group

Are you ready to embark on an exciting journey where your talents are valued and your potential is limitless? At Deerfield, we believe in fostering a culture of excellence, where every team member is empowered to make a difference and contribute to our collective success.

Deerfield is the marketing and communications partner of choice. Purpose-built to scale with our clients, our specialist teams craft stories that matter and bridge meaningful connections to advance healthcare products to the people who need them most. Our full-service capabilities are rooted in storytelling and powered by technology to deliver focused strategy, optimized execution, and tangible outcomes. Further, our flexible working model allows us to scale and grow alongside our clients – whether providing expert consultation, serving as a strategic executional partner, or acting as full agency of record.

We are built to serve and designed to deliver.

Summary of Position:

Deerfield Agency is seeking a highly motivated, detail oriented, and results driven Administrative Assistant to join our ever-expanding team on site in our Conshohocken office. In this role, you will provide administrative support to agency partners, assist with business development activities, and provide internal agency support.

Job Responsibilities:

• Provide executive level support to leadership team to ensure smooth communication internally and externally; demonstrating leadership to maintain credibility, trust and support with senior leadership and external business partners
• Prioritize conflicting needs, handles matter expeditiously, proactively, and follow-through on projects to successful completion
• Handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Daily calendar maintenance:
• Daily review of schedules and communication with leadership to ensure they have what they need and are aware of meetings throughout the day; ensure proper scheduling of meetings; track and communicate daily commitments in a clear and organized format
• Scheduling future meetings for internal and external needs
• Ensure confirmation of attendance for all individuals included in the meeting
• Schedule and confirm meeting space or meeting link details, as needed
• Manage the planning and execution of internal team meetings, external meetings, office guests and company events
• Reserving and setting up conference room space, including technology
• Organizing refreshments, snacks, and coordinating meals
• Ensuring proper office supplies are available
• Work with leadership to develop an agenda and ensure resources are set-up for the meeting
• Ensure all attendees and their roles are coordinated
• Manage timing of meetings to ensure they are on track and running smoothly
• Book travel and communicate itinerary with leadership, including booking flights or train transportation, hotel, and rental car reservations; dining reservations; managing all rewards, miles and points programs, managing travel credits and travel profiles); compile documentation and submit expense reports
• Assist with preparing internal and external communications – emails, meeting agendas, notes, internal presentations, etc.
• Support business development activities including scheduling, responding to emails, CRM management; contract execution and assisting with research and proposal development as needed
• Proactively track and manage subscriptions for industry publications, resources, etc.
• Other administrative support to ensure efficient operation of the organization

Qualifications and Skills:

• Minimum of 2 years’ experience as an Administrative or Executive Assistant
• Ability to thrive in fast paced entrepreneurial environment
• Ability to creatively solve problems and improve processes
• Outstanding interpersonal, verbal, and written interpersonal communications skills
• Discretion and confidentiality is a must!
• Ability to work independently and in a team-oriented environment
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Highly collaborative, enthusiastic, positive attitude; excited to jump in and contribute
• Computer savvy; proficient in Microsoft Office (Word, Excel, Outlook); comfortable using a Mac and various business productivity apps

At Deerfield, we are dedicated to building a diverse, inclusive, and authentic work environment, so if this role and our culture excite you, we encourage you to apply even if you do not have the exact experience or meet all requirements outlined in this job posting. Our HR team will review your resume and experience to see if you align at a different level or possibly better align to other open positions.

Deerfield is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.