Executive Assistant Philadelphia, PA

Executive Assistant

We are looking for an organized and experienced Executive Assistant to support senior leadership within a fast-paced financial services environment. This long-term contract position is ideal for someone who can balance executive support, client-facing coordination, and day-to-day office administration with a high level of discretion. The role requires strong judgment, attention to detail, and the ability to keep multiple priorities moving smoothly while partnering across internal teams.

Responsibilities:

• Deliver high-level administrative support to senior leaders, including managing priority tasks, coordinating follow-ups, and assisting with special assignments.
• Oversee complex calendars, schedule meetings and organize travel plans and related logistics for executives.
• Prepare meeting materials such as presentations, agendas, and supporting documents to help leadership and teams stay well organized.
• Review and submit expense reports accurately and promptly while following company policies and reimbursement procedures.
• Respond to incoming administrative requests and serve as a dependable point of coordination for day-to-day support needs.
• Partner with departments including Finance, Compliance, and Asset Management to keep workflows, documentation, and communications aligned.
• Draft, edit, and proofread business documents, engagement materials, and related correspondence to ensure quality and consistency.
• Maintain client and engagement records, process documentation through e-signature platforms, and monitor submissions for completeness and compliance.
• Support client events, office meetings, and reception coverage when needed, including visitor greeting, call handling, mail coordination, and post-event organization.
• Produce recurring and ad hoc reports related to client engagements and business development activity for senior leadership review.