Administrative Assistant (Malvern)

Job Title: Contractor – Administrative Assistant

Location: Malvern, PA (Onsite – 3 days per week)

Pay Rate: Up to $35/hour

Employment Type: Contract (6 month with chance to extend)

Position Overview

We are seeking an entry-level Administrative Assistant to provide direct support to assigned management. This role requires strong organizational skills, attention to detail, and the ability to proactively manage calendars, meetings, and travel logistics in a fast-paced environment. The ideal candidate will have prior experience supporting executives or senior leaders and be comfortable anticipating scheduling needs and resolving conflicts independently when appropriate.

Key Responsibilities

• Maintain and manage executive calendars with a high level of accuracy and timeliness
• Schedule meetings promptly, ensuring alignment with priorities and availability
• Proactively identify and resolve scheduling conflicts, looking ahead at least two weeks
• Adjust schedules as needed and escalate to managers when guidance is required
• Coordinate meeting logistics, including conference rooms, virtual meeting links, and related resources
• Ensure proper travel time is accounted for between meetings and across buildings
• Provide timely reminders to help managers stay on schedule and transition between commitments
• Avoid scheduling back-to-back meetings that require unnecessary travel between locations
• Strategically schedule meetings in a way that minimizes disruption and maximizes efficiency
• Proactively plan and track skip-level meetings throughout the year
• Ensure all required resources are updated when meetings are rescheduled or moved
• Arrange travel logistics thoroughly, anticipating needs in advance
• Maintain detailed travel itineraries on calendars for easy manager reference
• Use Microsoft Office tools (Word, Excel, PowerPoint), Lotus Notes, and Visio as needed

Required Skills & Qualifications

• Prior experience supporting executives or senior leadership strongly preferred
• Strong organizational and time management skills
• Ability to manage multiple priorities in a dynamic environment
• Proactive problem-solving mindset with attention to detail
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Experience with calendar management and travel coordination
• Strong communication skills and professionalism

Additional Details

• Junior candidates welcome, provided they have relevant administrative or executive support experience
• Must be comfortable working onsite in Malvern, PA three days per week
• Ability to anticipate needs and operate with a high degree of independence is key