Executive Admin Assistant (Sales Support)

Executive Administrative Assistant

• Type: Contract (with potential extension/conversion)
• Location: Hybrid in Malvern, PA (3 days on site)
• Schedule: M-F, standard shift
• Compensation: $30-40/hour (experience based)

Responsibilities:

Calendar Management

• Maintains and optimizes complex calendars for several sales leaders with competing priorities
• Coordinate meetings across multiple time zones while ensuring efficient use of leader time
• Proactively identify scheduling conflicts and recommend solutions
• Prioritize client, advisor, partner, and internal leadership meetings
• Manage meeting logistics, agendas, and follow-up actions

Travel Coordination

• Arrange domestic and international travel, including flights, hotels, and ground transportation
• Build detailed travel itineraries that accommodate changing priorities/last minute adjustments
• Monitor travel disruptions and proactively implement contingency plans
• Coordinate travel across multiple sales leaders simultaneously

Meeting & Event Support

• Support leadership meetings, team off-sites, client events, conferences, and other engagements
• Prepare meeting materials, presentations, and briefing documents
• Track action items and ensure timely follow-up
• Coordinate executive attendance and logistics for cross-functional meetings/events

Operational Support

• Manage invoices, expenses, reimbursements, and other administrative processes
• Assist with document preparation, presentations, reporting, and correspondence
• Serve as the POC for internal and external stakeholders
• Maintain confidentiality with business information

Relationship Management

• Build strong partnerships with leaders, sales teams, clients, and stakeholders
• Act as a trusted gatekeeper and advisor regarding scheduling priorities
• Navigate complex stakeholder needs with professionalism and diplomacy

Qualifications:

• At least 5 years of experience in administrative/executive assistance supporting senior leaders
• Tech-savvy with proficiency in MS Suite, scheduling and note-taking software
• Strong interpersonal, organizational, and multitasking skills
• Ability to adapt quickly and take directly easily
• Exceptional calendar management skills
• Undergraduate degree preferred

We’re Infinia Search. We’re a relationship-driven search firm that proves that talent, ambition, curiosity, and an infinite work ethic creates exponential results for our clients and candidates.