Junior Executive Assistant Job at Juno Search Partners - Open Positions in Phila

Junior Executive Assistant

Our client, a luxury company in Philadelphia, is seeking a Junior Executive Assistant that serves under the direction of the President’s Chief of Staff (CoS) and Executive Assistant (EA) to steward and execute high level administrative work, project coordination and personal assistant needs.

Responsibilities

• Develop an understanding of the co-founders’ priorities and commitments to anticipate their needs and ensure their daily productivity

• Manage incoming communications via email, phone and inter-office requests and any tasks delegated by the CoS and EA

• Be a gatekeeper and partner with CoS and EA to handle communication flow between teams

• Communications: manage incoming/outgoing emails, calls and inter-office requests; screen callers, take messages, respond to inquiries, keep up to date call log, print emails/attachments of importance

• Calendaring: manage complex professional, charitable and personal schedules of calls, meetings, video conferences, travel and appointments to ensure optimal use of time. Populate calendar events based on email correspondence via Inbox/Outbox

• Travel: manage heavy travel schedules including daily point-to-point needs with Chauffeurs; coordinate travel arrangements for flights, lodging, car service, Amtrak and other travel related bookings (ie restaurant reservations, hotel/lodging)

• Events: manage corporate and personal events including coordinating catering, event staff, venue, valet, gifting and etc

• Assist with managing the President’s Chauffeur: delegate tasks and errands as needed by Executives; ensure he is productive as well as timely to all appointments

• Manage meetings including greeting guests, preparing conference rooms, arranging for necessary supplies, coordinating food and beverage, and serving as lead host for both high profile guests and internal team meetings, breaking down meeting rooms once they have finished

• Perform general administrative duties including rolling calls/Zooms, maintaining and updating files, handling incoming/outgoing mail, assisting in the preparation of written presentations, and acting as a liaison to guests and employees

• Ordering executive team breakfast/lunch and picking up if needed

• Process expense reports and maintain a filing system of paper and electronic documents

• Automotive needs: manage President & CEO’s vehicles including scheduling routine maintenance, washes/cleaning, annual safety/emissions inspections, troubleshooting issues that may arise, updating registration, issuing updated auto insurance cards, coordinating lease-end inspections/returns, calling PPA to inquire for violations and paying if any

• Engage with internal and external stakeholders and various VVIP limited partners

• Keep an inventory of the President’s office essentials and reorder as needed; maintain President’s tidy office/desk

• Manage laundry service for Executive Bathroom

• Maintain the highest level of confidentiality

• Special project support for President and CEO’s various teams

• Willingness to obtain Notary credentials if asked
  

Qualifications

• Bachelor’s Degree

• Minimum experience 1-2 years in a corporate administrative role

• Proficient with all Microsoft Office programs

Juno is an Equal Opportunity Employer that provides equal opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability, genetic predisposition or carrier status, or any other characteristic protected by federal, state or local law. The Company is committed to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment. It’s expected that all employees are aware of this policy and that they create an environment that’s sensitive and respectful to all individuals.