EA to the CEO + Board of Directors - Addison Group

Role: EA to the CEO

Location: Philadelphia, PA

Neighborhood: Center City

Job Type: Full-Time, Contract to Hire, Hybrid Schedule

Pay Rate: $30/hour

Internal Job ID: 

An Addison Group client is looking an Executive Assistant to support their CEO and Board Members.

Job Responsibilities: 

• Support the President & CEO by bringing attention to non-routine matters affecting the department/business unit/organization, as well as policies and procedures.
• Organize and manage the President & CEO's calendar, ensuring adherence to schedule and efficient prioritization of meetings. This involves frequent contact and coordination with various parties and seamless integration of networking and private appointments.
• Handle complex and dynamic travel arrangements to optimize the CEO's time for productive meetings.
• Coordinate all aspects of travel, including itinerary preparation, ticketing, and logistical arrangements, while ensuring the CEO is equipped with necessary documents and briefing materials.
• Facilitate the President & CEO's effectiveness in meetings by ensuring timely arrival, preparedness, and flexibility to adjust schedules as needed.
• Manage correspondence and communication for the President & CEO, prioritizing and tracking requests.
• Act as a liaison between the President & CEO and project leaders among the staff.
• Foster smooth communication between the President's office and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management.
• Follow up on contacts made by the President and assist in nurturing ongoing relationships.
• Handle expense reports and ensure all necessary documentation is provided.
• Organize events and functions hosted by the President's office.
• Oversee the preparation for quarterly Board Meetings, including tracking progress on action items, drafting agendas, setting timelines for material preparation, compiling the Board Book and meeting presentation slides, and accurately documenting meeting minutes.
• Collaborate with Executive Assistants to arrange logistics for quarterly Board and committee meetings, coordinating with vendors and external partners.
• Plan and manage logistical arrangements for Board and Committee meetings, including agenda and slide preparation, administrative support during meetings, such as minute-taking and facilitation, and post-meeting note preparation.
• Schedule board and committee meetings, maintain the annual committee calendar, prepare required documents, and liaise with board members as necessary on behalf of the President and CEO.
• Work closely with the Compliance Officer to ensure adherence to bylaws and regulatory requirements regarding board matters, including timely distribution of materials, record-keeping, and compliance-related documentation and processes.
• Coordinate all logistical aspects of board meetings, ensuring smooth execution.
• Draft correspondence and reports on behalf of the President and CEO.
• Provide writing and editing support for various documents, including narratives, reports, and correspondence, to assist the Compliance Officer.
• Conduct research on various issues as requested by the Compliance Officer.
• Organize and maintain the shared Board Meetings folder.
• Perform additional duties as assigned.

Requirements:

•  Bachelors Degree required
• 3+ years as an EA to leadership
• Proficiency in MS Office applications: Word, Excel, PowerPoint, and Outlook
• Proficient in utilizing video conferencing platforms like Zoom, Teams, etc., and adept at managing virtual and hybrid meetings effectively
• Demonstrated organizational skills, efficiency, and ability to work independently in a fast-paced environment
• Capacity to prioritize multiple tasks while maintaining a realistic balance
• Outstanding interpersonal, communication, and written communication abilities
• Strong calendar management proficiency
• Effective interaction with public and governmental entitiey
• Flexibility and adaptability to navigate change positively and efficiently
• Discretion in handling confidential information
• Independent work capability with minimal supervision, exercising sound judgment
• Collaborative approach in working with all levels of staff at Philadelphia Works, including making decisions regarding project and task allocation within the Executive Business Unit

Why choose Addison Group? 

• Pay: We negotiate high salaries using the US Bureau of Labor Statistics.
• Benefits & Bonuses: You are eligible for medical, dental, vision insurance benefits, and 401k. 
• Permanent Employment: Many of Addison's job openings lead to potential permanent employment.
• Connections: You connect directly with hiring managers.
• Options: You are presented multiple employment options near your home.
• Professional Development: You are provided hiring process advice, resume revision, and employment term negotiation 

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.