Executive Assistant

Technology Philadelphia, Pennsylvania

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Description

The Executive Assistant is responsible for providing administrative assistance to the Core Leadership Team (CLT) executive(s). This includes scheduling, expense reports, travel arrangements, communication with internal and external partners, executive writing/communications, creating spreadsheets and presentations, as well as additional administrative duties including greeting guests and coordinating events for Leadership Team executive. This role collaborates with a team of other executive assistants to handle various administrative tasks to ensure smooth functioning of the organization. The Executive Assistant is responsible for maintaining confidentiality and professionalism in dealing with senior executives.  This role must be able to work effectively across the organization under minimal supervision. 
 
 
Job Responsibilities  
  • Manage schedule for CLT executive(s).  Drive prioritization of time spent in both internal & client meetings, along with other scheduling demands.  Establish and maintain time management system in Outlook calendars.
  • Partner with CLT to manage schedules and day-to-day logistics by exercising their discretion to ensure their time is used most effectively
  • Manage travel for CLT executive(s) with wide latitude for independent judgment. Book, confirm, and revise travel arrangements as needed.  Available on nights/weekends to support schedule changes. 
  • Submit and reconcile expense reports in timely and accurate manner. Input and manage invoices, verify transactions, and maintain accurate records for budgeting purposes, ensuring accuracy and compliance with organizational policies.
  • Partner with other administrative staff to coordinate scheduling with both CLT and other senior level management.
  • Actively manage and facilitate staff meetings, strategic off-sites, and planning sessions (including both internal & external leaders) for the CLT.   Set agenda, drive commitment and alignment to plans to ensure desired outcomes are achieved. Provide follow-up and critical feedback on items raised during meetings.
  • Manage correspondence (emails, reports, memos, internal and external communications) that facilitate the ability to execute key goals and initiatives.
  • Act as the communication arm for the leadership team with other parties internally and externally. 
  • Accountability for personal growth and learning.
  • Serve as senior leadership expense approver - ensuring proper documentation, budgeted expenditures are within specified limits, and reports are processed in a timely and accurate manner.
  • Proactively manage internal/external projects required by the executives. Provide updates, track progress until complete.
  • Coordinate onsite meetings and company events including being in the office to manage logistics, booking conference rooms, arranging catering, coordinating equipment, distributing materials, and ensuring all necessary resources are available.
  • Provide general administrative and clerical support including mailing, scanning, faxing and copying.
  • Maintain electronic and hard copy filing system as needed.
  • Maintain a positive attitude and act as a strong representation of company values.
  • Ability to travel as needed
 
Requirements  
  • Associates Degree or equivalent experience required
  • 6+ years of proven administrative or assistant experience required
 
Skills  
  • Ability to juggle multiple projects with superb accuracy 
  • Flexibility to take on new/different tasks
  • Proficiency in Microsoft Office especially Outlook, Word, Excel and PowerPoint
  • Comfort with online travel-booking systems
  • Understanding of corporate T&E policy, and expense report filing
  • High levels of attention to detail and problem solving skills
  • Excellent written and verbal communication skills
  • Actively collaborates and builds relationships to deliver results.
  • Strong organizational, communication and customer service skills.
  • Highest degree of professionalism and confidentiality

The salary range for this position is $71,000 - $95,000; commensurate salary to be determined based on skills, professional background and expertise.  This position is also eligible, pursuant to applicable eMoney policies, for the annual bonus program, retirement contributions, health insurance, sick leave, parental leave and paid time off.       

At eMoney Advisor, our mission is to help people talk about money. Founded in 2000, it’s the only wealth management system that offers transparency, security, mobile access, and superior organization. Our award-winning, web-based services and resources are designed to amplify advisors' value to their clients. Today, we serve more than 100,000 financial professionals and support over 5 million end clients.

At eMoney, we create and nurture a culture that values diversity and inclusion, which enables our employees to thrive and do their best work. Different ideas, perspectives, and backgrounds inspire a stronger and more creative work environment that delivers better results.

eMoney is proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status.

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