Job Title: Executive Assistant (In-Person)
Location: Swoyersville, PA (100% On-Site)
Position Type: Full-Time
Role Overview
We are seeking a highly reliable, proactive, and trustworthy Executive Assistant to provide comprehensive, high-level support to our executive team in a fast-paced environment. The ideal candidate thrives on-site, possesses exceptional communication skills, and can anticipate needs, manage competing priorities, and maintain absolute confidentiality. This hands-on role requires a versatile individual to handle executive administrative duties, local logistics, property vendor coordination, and personal/family support.
Key Responsibilities
- Errands & Administrative Logistics: Execute routine and high-priority local errands, manage exec mail intake and package distribution, and handle physical administrative tasks across the local area.
- Executive Transportation & Site Travel: Provide safe, reliable transportation for executive leadership, including airport pick-ups/drop-offs, transit to active job sites and property projects, and local executive transportation as needed.
- In-Person Document Filing & Archiving: Organize, scan, and archive confidential physical documents daily; establish and maintain secure filing systems for executive leadership.
- Calendar & Schedule Management: Manage complex daily calendars, schedule appointments, and coordinate internal and external meetings with minimal supervision. Anticipate scheduling conflicts, prioritize meeting requests, and manage room bookings.
- Property & Vendor Management: Serve as the main on-site liaison for contractors, technicians, and service vendors across executive property projects.
- Event & Hospitality Coordination: Plan, order, set up, and manage corporate lunches, team events, and executive gatherings.
- Personal & Family Logistics: Provide personal assistant support to executive leadership, including local errands, managing deliveries, and coordinating home maintenance or vendor visits for executive family members.
- Merchandising Support: Inventory & Sample Coordination: Manage merchandising samples, track promotional inventory levels, and coordinate the intake and organization of new product lines or seasonal merchandise drops.
- Vendor & Supplier Communication: Serve as a primary point of contact for routine vendor communications, tracking purchase orders, delivery timelines, and product catalog updates.
- Visual & Digital Merchandising Support: Assist departmental teams by organizing digital product assets, updating online product catalogs, and coordinating the layout details for promotional displays or seasonal collections.
- Marketing & Social Media Support: Content Scheduling & Publishing: Assist in managing the social media content calendar, scheduling posts across platforms (e.g., Instagram, LinkedIn, TikTok), and tracking campaign timelines.
- Asset Organization & Asset Management: Maintain and organize the digital marketing asset library, ensuring brand-approved images, videos, and graphics are easily accessible for marketing campaigns.
Qualifications & Requirements
- Trustworthiness & Confidentiality: Proven track record of handling sensitive business and personal details with absolute integrity. Background check and signed Non-Disclosure Agreement (NDA) required prior to hire.
- Mobility: Valid driver’s license and clean driving record.
- On-Site Presence: Daily on-site presence in Swoyersville, PA is strictly required due to physical document management, local errands, and property oversight. (Not eligible for remote work).
- Communication & Anticipation: Exceptional communication skills with a proven ability to anticipate executive needs and handle competing priorities.
- Skills: Strong organizational ability, assertive vendor communication, and self-directed problem-solving.
Compensation & Perks
- Company Provided Vehicle & Fuel
- Paid time off and health benefits package
Equal Opportunity Employer
The Company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, the Company complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.
