Executive Assistant

We are seeking an Executive Administrative Assistant to provide proactive, high-level support to senior leadership. This role requires discretion, precision, and polished communication skills, serving as a key liaison across departments and external partners. The ideal candidate is highly organized, anticipates needs, and thrives in a fast-paced, dynamic environment where excellence and professionalism are paramount. We are a dynamic early stage startup scaling quickly, and are looking for excellence and agility. Please do not apply if you are not comfortable with the pace and requirements of a venture-backed startup company.

Required EST time zone, preference for candidates located in the greater Philadelphia area.

KEY RESPONSIBILITIES:  

Executive Support 

• Provide administrative support to the CEO, President, and other company executives. 

• Manage and maintain complex executive calendars, ensuring efficient scheduling of meetings, travel, and appointments. 

• Act as a gatekeeper and point of contact, prioritizing requests, screening correspondence, and ensuring timely follow-up. 

• Draft, edit, and proofread high-quality communications, presentations, reports, and meeting materials. 

• Coordinate domestic and international travel arrangements, itineraries, and logistics. 

• Support meeting preparation including materials, agendas, minutes, and follow-up items. 

• Handle confidential and sensitive information with the highest degree of discretion. 

 HR Support & Team Coordination 

• Maintain internal team calendars and coordinate recurring team meetings and leadership huddles. 

• Manage recruitment, onboarding, and training logistics for all company roles. 

• Support onboarding and training for new operational and administrative staff. 

• Foster a positive, results-driven team environment through clear communication and collaboration. 

• Track and manage action items, project deliverables, and cross-functional timelines. 

• Assist in budget tracking, invoicing, and expense reporting with precision. 

 Administrative Excellence 

• Maintain organized systems for file management, contacts, and internal documentation. 

• Take meeting minutes, track follow-ups, and ensure accountability across stakeholders. 

• Plan and coordinate internal and external events, retreats, and business gatherings. 

• Support special projects, strategic initiatives, and other duties as assigned. 

 QUALIFICATIONS:   

• Bachelor’s degree or equivalent professional experience. 
• ET Time Zone, Preference for candidates located within the greater Philadelphia area.

• Minimum of 2–5 years supporting C-suite or executive leadership in a high-demand setting. 

• Superior written and verbal communication skills. 

• Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint), calendar management tools, and virtual collaboration platforms (e.g., Zoom, Teams). 

• Experience with Rippling, preferred.  

• Excellent organizational and time-management skills with the ability to prioritize tasks independently. 

• Strong interpersonal skills with a professional and approachable demeanor. 

• Proven discretion and sound judgment when handling confidential information. 

• Ability to remain flexible, resourceful, and efficient under pressure. 

• Experience working with start-ups required. 

• This position is open to U.S. citizens who are legally authorized to work in the United States. We are unable to offer visa sponsorship at this time.