Executive Assistant #34403
Office Call Center
PhiladelphiaPA Direct Hire May 30, 2023
Administrative Assistant to the CEO and CFO

Contemporary Staffing Solutions is seeking an administrative professional to join our client in Philadelphia, PA! As the Administrative Assistant, you will primarily be responsible for providing executive administrative support to the President (CEO) and Chief Financial Officer. This Direct-Hire opportunity is offering $70,000-102,000/year!

Responsibilities of the Administrative Assistant include:
  • Deliver Fanatic Customer Service:  Always Exceed Customer Expectations
  • Complete accounts payable and finance related activities, including but not limited to
    • Invoice evaluation and processing
    • Check request coordination
    • Pay applications
    • Escrow account set up for construction projects; replenishment and requests for balance at project conclusion
    • Direct invoices to project managers for store construction projects, as applicable
    • Process corporate card payment
    • Support expense report approval process
    • Maintain vendor list
    • Processing and Maintaining Legal documents
    • File Maintenance and document scanning
  • Administrative Support
    • Handle calls, communications, and messages for President/ CFO, including but limited to executive team, direct reports,  attorneys, vendors, and project managers; executive recruiters
    • Calendar management for President and CFO including meeting scheduling, , offsite meetings/conferences, and coordination of necessary travel arrangements. 
    • Prepare or proof read communication ensuring timely distribution through appropriate channels (emails or email distributions, US postal mail, delivery service)
    • Resolve day to day challenges that may occur
    • Maintain Office supplies and materials; submit purchase orders as needed.
    • Greet visitors
  • Manage documentation, CFO signature, distribution and filing, including but not limited to:
    • Maintain hard copies and electronic copies of Store files, such as purchase/ lease documents and Store plan sites
    • Monthly report from Jim Bellew
    • Ensure processing of Letters of Credit supplied by Closing Officers
    • Maintain and provide Store update for Board of Director Meeting
    • Residential Mortgage Loans
  • Wire transfer review and verification for wires requiring executive level approval.
  • Planning Board meeting attendance coordination for CFO or other members of executive team, as needed
  • Assist Executive Assistant with special projects, such as VIP events, Holiday party
  • Support Rate Committee Meetings
    • Draft, edit and distribute approved minutes to Committee members on behalf of the Chief Retail Officer
    • Maintain Bi-Monthly Meeting Schedule and Meeting invitations
Requirements of the Administrative Assistant include:
  • Excellent inter-personal skills.  Professional, positive and unflappable personality and demeanor.
  • Proficient computer skills, Microsoft Office required; exposure to Banking, accounts payable systems helpful.
  • Excellent communication skills, both written and oral.
  • Ability to prioritize multiple tasks
  • Ability to perform job functions accurately and with attention to detail.
  • Ability to maintain confidential information in a responsible and secure manner.
  • Must demonstrate creativity, flexibility, foresight and mature judgment in anticipating and solving problems and in dealing with a variety of situations where only limited standardization exits
  • Requires a functional knowledge of company operations and procedures to accurately interpret documents/instructions to act properly and promptly
Contemporary Staffing Solutions (CSS) has been a leading provider of contract, temporary, temporary-hire & direct hire solutions. We began as a staffing agency and evolved to a national provider of workforce management solutions with a niche recruitment focus in Accounting & Finance, Call Center & Office, Human Resources, Sales & Marketing, & Information Technology. To learn more about CSS, visit our website: www.ContemporaryStaffing.com.