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Administrative Assistant - 3040872

Apex Systems, Inc • Plymouth Meeting, PA • 1h ago

Job#: 3040872

Job Description:

Executive Administrative Assistant

Location: Malvern, PA

Work Schedule: Hybrid (In Office Tuesday-Thursday, Remote Monday & Friday)

Employment Type: Contract-to-Hire

Position Overview

Our client is seeking a highly organized, proactive, and professional Executive Administrative Assistant to support senior leadership within one of their organizations. This individual will provide dedicated administrative support to multiple executives while partnering closely with a collaborative network of administrative professionals across the broader organization.

This role requires an experienced administrative professional who thrives in a fast-paced, meeting-intensive environment and can confidently manage competing priorities, complex calendars, travel arrangements, and executive support responsibilities. The ideal candidate will be comfortable taking ownership of day-to-day operations while building strong relationships with leaders, stakeholders, and fellow administrative professionals.

Key ResponsibilitiesExecutive Calendar Management

Manage multiple complex executive calendars and scheduling priorities.

Proactively identify scheduling conflicts, overlapping commitments, and priority conflicts.

Coordinate calendar adjustments while balancing business needs and executive preferences.

Anticipate upcoming scheduling demands and maintain forward-looking calendar planning.

Meeting Coordination

Schedule and coordinate meetings involving senior leaders, cross-functional teams, and external stakeholders.

Partner with other administrative professionals to navigate competing priorities and secure meeting availability.

Coordinate meeting logistics, conference rooms, virtual meeting platforms, and supporting materials as needed.

Travel & Expense Management

Arrange domestic and international travel accommodations.

Prepare and process expense reports in a timely manner.

Utilize Concur or similar travel and expense management platforms.

Ensure compliance with company travel and expense guidelines.

Executive & Team Support

Provide direct administrative support to assigned executives and leadership team members.

Assist with department communications, team coordination, and administrative requests.

Learn and adapt to leadership preferences, communication styles, and business priorities.

Build strong working relationships across the leadership team and broader organization.

Collaboration & Partnership

Collaborate closely with a team of experienced administrative professionals.

Participate in administrative team meetings, knowledge-sharing sessions, and organizational initiatives.

Serve as a trusted partner to leaders and stakeholders while maintaining confidentiality and professionalism.

Leverage available resources and support networks to continuously improve effectiveness and efficiency.

Required Qualifications

3+ years of administrative, executive assistant, or related support experience.

Experience supporting multiple executives, senior leaders, or leadership teams simultaneously.

Advanced proficiency with Microsoft Outlook, including complex calendar management.

Experience coordinating meetings across multiple stakeholders and departments.

Experience with travel booking and expense reporting systems.

Strong organizational and time management skills.

Excellent verbal and written communication skills.

Ability to manage competing priorities in a fast-paced environment.

Professional demeanor with strong relationship-building skills.

Ability to exercise sound judgment and discretion when handling sensitive information.

Preferred Qualifications

Experience supporting executives within a large corporate environment.

Concur experience preferred.

Experience supporting security, technology, operations, or corporate leadership teams.

Familiarity with Microsoft Office Suite, including Word, Excel, PowerPoint, and Teams.

Experience working within a hybrid work environment.

EEO Employer

Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law.

Everforth Apex is a world-class IT services company that serves thousands of clients across the globe. When you join Everforth Apex, you become part of a team that values innovation, collaboration, and continuous learning. We offer quality career resources, training, certifications, development opportunities, and a comprehensive benefits package. Our commitment to excellence is reflected in many awards, including ClearlyRateds Best of Staffing in Talent Satisfaction in the United States and Great Place to Work in the United Kingdom and Mexico.

Everforth Apex uses a virtual recruiter as part of the application process. Click here for more details. By applying for this job, you agree to receive calls, AI-generated calls, text messages, or emails from Everforth Apex and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy at https://www.apexsystems.com/privacy-policy

Everforth Apex Benefits Overview: Everforth Apex offers a range of supplemental benefits, including medica

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