Executive Administrative Assistant

Powerful Partnerships. Standout Solutions.

Stevens & Lee is a 200-plus lawyer full-service law firm representing clients throughout the Mid-Atlantic, New England and across the country from 18 offices in New Jersey, Pennsylvania, New York, Rhode Island, Delaware and Florida. The firm is the cornerstone of The Stevens & Lee Companies, a platform of affiliated professional service firms that provide a full range of legal, investment banking, financial advisory, insurance risk management, public affairs and government consulting services.

Job Overview

We are seeking a highly organized and proactive Executive Administrative Assistant to support our executive team. As an Executive Administrative Assistant, you will provide comprehensive administrative support to multiple professionals, ensuring smooth and efficient operations. This role requires exceptional organizational skills, attention to detail and the ability to handle sensitive information with discretion.

Responsibilities:

• Handle all day-to-day responsibilities, including scheduling, meeting coordination, materials preparation, and general administrative functions.
• Manage complex calendars across multiple executives, keeping them current with changes and resolving scheduling conflicts.
• Coordinate extensive travel arrangements including air, lodging, and transportation for multiple executives.
• Prepare and review documents for meetings and department communications.
• Maintain timelines, process, and procedure documents for key responsibilities.
• Coordinate logistics for departmental events and meetings.
• Create solid working relationships with other administrative staff and group members.
• Work professionally with senior executives, think and work independently, be proactive, handle confidential information, and work effectively and efficiently.
• Maintain data within the CRM system.
• Export data from the CRM to support reporting, analytics, and team operations.
• Collaborate with professionals to provide timely and accurate CRM data reports.

Required Skills:

• Ability to prioritize and work efficiently in a fast-paced environment
• Superior written and verbal communication skills
• Exceptional organizational and time management capabilities
• Strong problem-solving abilities
• Professional demeanor and adaptability
• Ability to maintain confidentiality and exercise discretion
• Excellence in managing multiple competing priorities
• Experience supporting multiple executives simultaneously
• Extensive experience and comfort working with high-level executives; this is a high-visibility position

Qualifications:

• 5+ years supporting high level executives, ideally in a professional service firm.
• Deep experience with Microsoft Office Suite (Outlook, Excel, PowerPoint), Teams, LMS and CRM software, preferably Microsoft Dynamics.
• Proactive and organized, with high attention to detail
• Excellent communication skills, both written and verbal, a strong degree of flexibility, and the ability to adapt to an ever-changing list of priorities.
• A high degree of professionalism and demonstrated ability to maintain confidentiality

Job Type: Full-Time- 40 Hours/week (onsite)

FLSA Classification: Non-Exempt

Reports To: Human Resources

Job Location: Bala Cynwyd, PA

In compliance with federal and state equal opportunity employment laws, The Stevens & Lee Companies is an affirmative action/equal opportunity employer and does not discriminate in regard to race, color, national origin, religion, disability, age, or gender.