Executive Assistant

Job Responsibilities and Requirements

The Executive Assistant provides administrative support to two Senior Vice Presidents and is instrumental in cultivating a positive environment and culture. Serves as a connector, problem solver, and collaborative partner to Reliance Matrix staff and to other administrative staff within the company. Is focused and willing to actively work behind the scenes to ensure that our leaders and their teams are functioning efficiently.

Administrative Support

• Works complex calendar scheduling to ensure efficiency and optimal use of the executive's and respective staff's time; manages their schedule to de-conflict and help prioritize meetings based on mission and business needs without constant direction.

• Proactively blocks time or schedules meetings and reminders based on company activities such as engagement events and performance reviews.

• Works closely with internal/external staff assistants to schedule meetings and coordinate communication between Executives in a timely and efficient manner.

• Arranges air travel, hotels, and other transportation and travel needs for domestic and international travel. Prepares expense reports.

• Managing the executive's expense reports, budgets for team events they plan, and ensuring compliance with company policies.

• Demonstrates initiative, discretion, and tact in managing email, telephone calls, and other requests. Ensures all correspondence is accurate, complete, and properly handled.

• Prepares communication and correspondence on behalf of the executive or team supported, including but not limited to phone calls, letters, emails, and memos.

• Manages larger department communication needs including team updates, townhall presentations, and intranet/Microsoft department channels

• Plans and coordinates team and corporate meetings and events including, facilities, catering, and coordination of travel for attendees, etc.

• Partners with other internal departments like IT, Finance and HR to solve issues for the executives or department.

• Creatively prepares reports and presentations using available desktop publishing, graphics, spread sheet, presentation, and word processing software

• Creating agendas, gathering briefs, preparing leaders for meetings, and ensuring follow-up actions are tracked and completed.

• Identifies administrative operational inefficiencies and implementing improvements that enhance productivity for the executives and department.

• Assists with support of other executives when other executive assistants are out of the office.

• May need to attend meetings and take notes as needed.

Required Knowledge, Skills, Abilities and/or Related Experience

• High School Diploma or equivalent is required, advanced degree preferred.

• Minimum of five years' experience supporting senior level management in an administrative capacity.

• Exceptional communication skills and a commitment to achieving a high level of accuracy and attention to detail.

• Comfortable interfacing with all levels of Executive Management; experience interfacing with Board of Directors a plus.

• Able to anticipate needs based on outcomes of prior meetings, presentations, and/or emerging circumstances.

• Ability to coordinate complex travel arrangements and logistical challenges and populate and reconcile expense reports.

• Ability to handle confidential and sensitive information with the utmost discretion.

• Excellent computer skills with Microsoft Office Suite (Outlook, Word, Excel, Power Point).

• Demonstrated proficiency in meeting technology such as Microsoft Teams, WebEx, etc. web conferencing.

Ability to Travel: None

The expected hiring range for this position is $33.00 - $41.25 hourly for work performed in the primary location (Philadelphia, PA). This expected hiring range covers only base pay and excludes any other compensation components such as commissions or incentive awards. The successful candidate's starting base pay will be based on several factors including work location, job-related skills, experience, qualifications, and market conditions. These ranges may be modified in the future.

Work location may be flexible if approved by the Company.

What We Offer

At Reliance Matrix, we believe that fostering an inclusive culture allows us to realize more of our potential. And we can't do this without our most important asset-you.

That is why we offer a competitive pay package and a range of benefits to help team members thrive in their financial, physical, and mental wellbeing.

Our Benefits:

• An annual performance bonus for all team members
• Generous 401(k) company match that is immediately vested
• A choice of three medical plans (that include prescription drug coverage) to suit your unique needs. For High Deductible Health Plan enrollees, a company contribution to your Health Savings Account
• Multiple options for dental and vision coverage
• Company provided Life & Disability Insurance to ensure financial protection when you need it most
• Family friendly benefits including Paid Parental Leave & Adoption Assistance
• Hybrid work arrangements for eligible roles
• Tuition Reimbursement and Continuing Professional Education
• Paid Time Off - new hires start with at least 20 days of PTO per year in addition to nine company paid holidays. As you grow with us, your PTO may increase based on your level within the company and years of service.
• Volunteer days, community partnerships, and Employee Assistance Program
• Ability to connect with colleagues around the country through our Employee Resource Group program

Our Values:

• Integrity
• Empowerment
• Compassion
• Collaboration
• Fun

EEO Statement

Reliance Matrix is an equal opportunity employer. We adhere to a policy of making employment decisions without regard to race, color, religion, sex, national origin, citizenship, age or disability, or any other classification or characteristic protected by federal or state law or regulation. We assure you that your opportunity for employment depends solely on your qualifications.

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