Executive Assistant

Our client, a fast-growing company in the technology industry, is seeking a highly capable and proactive Executive Assistant to support senior leadership and drive operational excellence.

This role goes far beyond traditional administrative support. The Executive Assistant will act as a strategic partner to the executive team—helping manage priorities, streamline operations, and ensure seamless communication across the organization. The ideal candidate is highly organized, service-oriented, and comfortable operating in a fast-paced, high-growth environment.

Reporting To: Reports to the Operations Manager

Classification: Exempt

Job Type: Full-time, hybrid in office 2 times per week

Salary Range: 65,000-75,000 + 100% paid benefits for you and your entire family!

Role Summary

Collaborate with senior management and department leaders on administrative tasks, such as calendar management, meeting preparation, generating correspondence, and travel arrangements.

· Organize and coordinate internal and external meetings including meeting setup, document preparation such as meeting agenda, taking notes, and enforcing follow-ups.

· Plan and coordinate special events such as the Annual Leadership Retreat and Annual Strategic Planning Meeting, ensuring smooth execution.

· Process and track executive and administrative expenses, maintaining receipts and records.

· Build relationships with employees to enhance operational efficiency and contribute to defining new strategies with executives.

· Act as a subject matter expert by addressing inquiries, creating action plans, and supporting communication dissemination.

· Represent executives effectively when needed and speak on their behalf when appropriate.

· Assisting the Operations Manager with all insurance contracts and renewals throughout the year for multiple entities.

· Coordinate with Facilities Manager for office cleaning, restocking of drinks and snacks, ordering cleaning and office supplies and requesting additional cleaning as needed.

· Coordinate with the Building Maintenance personnel and contractors for items such as building repairs and maintenance, inspection of building systems, contract and invoice management.

Executive Support & Strategic Coordination

• Manage complex executive calendars, including scheduling, prioritization, and meeting logistics
• Prepare high-quality materials such as agendas, presentations, and executive communications
• Serve as a liaison between executives, internal teams, and external stakeholders
• Anticipate leadership needs and proactively resolve scheduling or operational conflicts
• Support leadership in decision-making by gathering data, preparing summaries, and tracking action items

Meeting & Event Management

• Coordinate internal and external meetings, including agendas, notes, and follow-ups
• Plan and execute key company events such as leadership offsites and strategic planning sessions
• Ensure all logistics, vendors, and materials are aligned for seamless execution

Operational & Program Support

• Partner with leadership to support and track key initiatives and cross-functional projects
• Help streamline workflows and improve internal processes
• Manage shared inboxes or communication channels and route requests appropriately
• Assist with onboarding processes and internal coordination tied to client or project delivery

Sales & Administrative Support

• Maintain and update CRM systems to ensure accurate reporting and visibility
• Support proposal development (RFPs) and client-facing documentation
• Track sales-related activities and ensure leadership has up-to-date insights

Office & Vendor Coordination

• Coordinate vendors, contractors, and facilities-related needs
• Oversee office operations including supplies, maintenance, and service requests
• Assist with contract tracking, renewals, and invoice management
• Support internal operational needs tied to insurance, compliance, or administrative processes

Expense & Financial Administration

• Track and submit executive expenses with accuracy and timeliness
• Maintain organized records of receipts, invoices, and financial documentation

Qualifications & Experience

• Minimum 3+ years of experience supporting executives in a fast-paced environment
• Experience in a technology company or high-growth business preferred
• Bachelor’s degree in business or related field preferred

Core Competencies

• Exceptional organization, time management, and prioritization skills
• Strong written and verbal communication skills with executive presence
• High level of discretion and professionalism with confidential information
• Ability to think ahead, solve problems, and operate independently
• Detail-oriented with strong follow-through and accountability
• Comfortable working cross-functionally and building relationships at all levels

Technical Skills

• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Experience with CRM systems and collaboration tools
• Ability to manage data, reporting, and basic financial documentation

Pay: $65,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Retirement plan
• Vision insurance

Work Location: Hybrid remote in Allentown, PA 18105