Our client, a rapidly growing experiential events and hospitality group based in Philadelphia, PA, has engaged us to place a professional, proactive, adaptable, detail-oriented, and highly organized individual in the role of Executive Assistant (EA) to the CEO. The EA will serve as the right hand/gatekeeper to the CEO, a dynamic player in the music and hospitality industry. The EA will play a pivotal role in supporting the CEO’s daily responsibilities, taking things off his plate and helping to keep him on task and organized, to allow him the ability to focus on the strategic goals & initiatives in moving the company forward. The role requires someone who can take initiative and stay organized in a fast-paced environment while maintaining the utmost professionalism and confidentiality. This is a hybrid role with the EA expected in the PA office 3-4 days/week depending on when CEO is in-office. When the CEO is traveling, the EA can work remotely (roughly 15 weeks/year or more).
The ideal candidate thrives in a startup environment, is confident, direct but tactful in their communications, accountable, resourceful, forward thinking, has a sense of humor, positive attitude & dedicated work ethic, excels at balancing dynamic concurrent priorities, and is passionate about assisting a CEO dedicated to business growth. A high level of integrity, impeccable attention to detail, effective communication, a “figure it out” mentality, and work well independently & as a team is essential in this role. This is a great, long-term opportunity for the right fit!
Hours/Travel: roughly 9:30am-5:30pm M-F - Flexibility needed for occasions when prepping for an event, meeting, etc. that might require later hours. The CEO is mindful of his EA’s time and work/life balance. While there isn’t a true need for much after hours or weekend assistance/communication, being flexible should something arise is helpful. Travel is not required for this role, but if the EA is open to it/has an interest to, there is opportunity for potential travel as needed.
Location: Philadelphia, PA - beautiful, A class, modern office building along the Schuylkill River waterfront
About the Company:
The client is a global experiential events and hospitality group driven by a shared desire to develop once-in-a-lifetime experiences and lifelong memories, connecting fans closer to their passions and to each other with each curation. They exist to connect people to the music that they love and each other, and do this through Enhanced Experiences surrounding live music events. They specialize in Artist Curated Events, Destination Events, VIP Ticketing, and Travel Packages.
About YOU:
- You have a passion for live event, hospitality, entertainment & travel industries.
- You’re have a “can do, will do” attitude, thrive in a high-level EA support role, & get things done!
- You’re highly proactive with strong organizational & project management skills, reflecting the ability to perform & prioritize multiple concurrent tasks.
- You’re driven, confident & diligent, with a strong business acumen.
- You’re honest & display a high level of personal accountability and responsibility, utilizing tact, discretion and good judgment at all times, especially when exposed to confidential or sensitive material.
- You’re a great team-player willing to jump in where needed to get things done.
- You have strong time management skills, & don’t need to be micromanaged in order to execute.
- You have impeccable attention to detail & strong follow through.
- You have the ability to be a good “buffer” and communicate with a mix of different personalities, & an ability to “read the room”.
- You’re forward thinking, intuitive, and try to always anticipate & remain steps ahead of your executive’s needs.
- You have strong interpersonal skills with a demonstrated ability to work across the company as a whole.
- You're a curious learner, are very resourceful, show initiative, have strong decision-making capability, a proactive approach to problem solving, with an excitement for new challenges & responsibilities.
- You convey emotional intelligence & professionalism.
- You have experience supporting busy executives at a high-level.
- You’re tech-savvy and quick to adapt to new technologies & systems.
- You’re a smart self-starter, proactive, productive, highly organized, work well independently, have a “figure it out” mentality, and know to ask questions when needed.
- You have excellent written & verbal communication skills with the ability to effectively communicate & build relationships with clients & colleagues.
- You’re flexible/adaptable & have the ability to pivot as needed.
- You have a good history of job stability, strong references & are looking for a long-term career.
Key Responsibilities Include (but not limited to):
- Serve as the primary point of contact for internal and external communications directed to the CEO including responding to emails and relaying messages in a timely, clear, and accurate manner.
- Coordinate and manage the CEO’s schedule, including meetings & appointments, ensuring that the CEO’s time is used effectively and all engagements are well-planned. Must be able to prioritize the most time sensitive matters as scheduling conflicts arise.
- Monitor and organize the CEO’s inbox (receives a high volume), filtering emails and prioritizing what needs immediate attention while maximizing productivity.
- Organize and prepare for meetings, including setting agendas, compiling background information, taking meeting notes, and conducting follow-up on action items.
- Provide support with travel arrangements as needed (CEO prefers to manage his own travel).
- Assist in preparing, editing, and organizing documents, presentations, and reports for the CEO, ensuring accuracy & consistency.
- Support the CEO with seamless coordination across internal teams, with a focus on the business development team, driving efficiency and collaboration for organizational success.
- Work closely with the CEO to keep him well informed of upcoming commitments, meetings and responsibilities, including daily and weekly to-do tasks to ensure clarity and prioritization, and provide friendly reminders as they approach & follow up appropriately.
- Support the CEO with various special projects and research tasks as needed which may include data analysis, report preparation, or other tasks that contribute to the executive’s objectives.
- Act as a "barometer," having a sense for the issues taking place in the office & keeping the CEO updated.
- Prioritize inquiries & requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
- Answer the phone, take accurate messages, keep track of CEO’s whereabouts, & handle urgent calls with appropriate judgment.
- Prioritize needs, handle matters expeditiously & proactively, and follow through on projects/assignments to successful completion, some of which can be deadline sensitive.
- Assist with company events.
- Liaise with business associates & clients.
- Further refine systems & processes to maximize efficiency.
Experience/Education:
- 5+ years EA experience working in a high-paced environment supporting busy executives; 2+ years supporting C-Suite executives is ideal
- Bachelor’s Degree highly desired
- Tech savvy; Basic proficiency in Google Workspace & Microsoft Office Suite
Compensation/Benefits:
- $120k-$150k base (DOE) + eligible for 10% discretionary company performance based bonus
- M/D/V
- PTO (unlimited) + 11 Paid Holidays
- Parental Leave
- 401k (program coming soon)
- Company issued laptop
- Complimentary snacks & drinks in the office
*Successful completion of reference & background checks are required prior to employment*
We appreciate your interest in this opportunity and review all resumes received. Candidates selected for consideration will be contacted via email with a questionnaire to further assess potential fit/next steps. Those not selected will have their resume kept on file for consideration of other opportunities.
TMH, LLC & our Clients provide equal opportunity employment, & don’t discriminate with recruitment or employment of candidates on the basis of race, color, religion, gender, sexual orientation, age, national origin, marital status, disability, military status, veteran status, or any other characteristics protected by law. Please visit www.trademarkhire.com to learn more about us.
Job Type: Full-time
Pay: $120,000.00 - $150,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Parental leave
- Vision insurance
Schedule:
Education:
Experience:
- Executive administrative support: 5 years (Required)
Language:
Ability to Commute:
- Philadelphia, PA 19103 (Required)
Ability to Relocate:
- Philadelphia, PA 19103: Relocate before starting work (Required)
Work Location: Hybrid remote in Philadelphia, PA 19103