Executive Administrative Assistant

*** Allentown, PA Locals ONLY / No Sponsorship Opportunities***

Executive Administrative Assistant

Location: Hybrid – Allentown, PA (Home: Monday & Friday | In-Office: Tuesday, Wednesday, Thursday, or as required)

Job Purpose

We are seeking a highly skilled and professional Executive Administrative Assistant to provide advanced, diversified, and confidential administrative support to executives (Vice Presidents). This role requires exceptional organizational abilities, broad administrative experience, and a deep understanding of corporate policies and practices. The ideal candidate will demonstrate professionalism, discretion, and a proactive approach to executive support.

Core Responsibilities

• Provide high-level administrative support to executives and their immediate teams with integrity, diplomacy, and confidentiality.
• Act as a liaison, effectively communicating requests and information between executives, managers, and other team members while ensuring follow-up on assignments.
• Manage workflow by prioritizing and organizing incoming correspondence, emails, and verbal requests; ensure timely follow-up and initiate routine correspondence as needed.
• Prepare reports, presentations, agendas, and meeting minutes using Microsoft Word, Excel, PowerPoint, and other relevant tools.
• Handle telephone calls, visitors, mail, and email inquiries efficiently.
• Organize and coordinate meetings, manage executive calendars, arrange travel, process expense accounts, and handle contracts/invoices promptly.
• Foster strong collaborative relationships with other executive administrative professionals to ensure teamwork and seamless information sharing.
• Serve as a backup for other executive administrative support staff when necessary.
• Perform additional duties as assigned, such as coordinating delegations of authority and facilitating new hire setup.
• Adhere to all company policies and standards.

Qualifications

Education & Experience:

• High School Diploma with 5 years of administrative experience OR
• Associate’s Degree with 3-5 years of administrative experience

Skills & Competencies:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and the ability to facilitate Zoom/Teams meetings.
• High level of integrity and discretion in handling confidential information.
• Strong organizational skills with the ability to prioritize tasks, adapt to changing priorities, and work in a dynamic environment.
• Excellent written and verbal communication skills with the ability to convey information clearly and professionally.
• Ability to remain tactful, cooperative, and composed under pressure.
• Self-motivated with the capability to work independently or collaboratively within a team.
• Willingness to learn and utilize different information-sharing tools (e.g., PowerPoint, SharePoint).
• Proactive approach in anticipating needs and addressing them efficiently.
• Demonstrated expertise in PC-based tasks, including presentations and collaboration tools.
• Prior experience supporting a senior executive is required.

Work Environment:

This role operates on a hybrid schedule, requiring in-office presence on Tuesday, Wednesday, and Thursday (or as needed) to support meetings, escort visitors, and handle in-office responsibilities.

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