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Pond Lehocky Giordano, the largest workers’ compensation and disability law firm in Pennsylvania, is seeking an Executive Administrator to be the supportive force that empowers our senior executive leadership team. They will provide high-level administrative support to the Founding Partners and CEO (Executive Team).

The ideal person for the job will be a proactive problem-solver with exceptional communication skills and a meticulous attention to detail. They will have previous experience working in an office environment, performing administrative duties, and providing support to senior management. We expect this person to be flexible and have foresight while maintaining confidences related to high-level systems and operations. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Essential Duties and Responsibilities:

  • Calendar Management: Coordinate complex scheduling and extensive calendar management for both professional and personal scheduling. Sustain daily calendar of meetings and events. Organize complex calendars and schedules, resolving any scheduling issues. Scheduling meetings, conferences, teleconferences, and travel. Prioritize inquiries and requests while troubleshooting conflicts. Make judgements and recommendations to ensure smooth day-to-day engagements, including agendas, mail, email, calls, travel arrangements, client management, and other Firm logistics. Keep Executive Team well informed of upcoming commitments and responsibilities, following up appropriately. Includes sports ticket management.
  • Meeting and Travel Arrangements: Arrange travel and accommodations for executives. Prepare expense reports. Schedule and coordinate all Executive Team meetings, dinners, and events both internally and offsite. Manage, coordinate, and arrange Executive Team’s travel and travel-related activities, including hotel booking, transportation, and meals.
  • Administrative: Complete a broad variety of administrative tasks and office support, such as typing, dictation, spreadsheet creation, and maintenance of filing system and contact database. Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects, and other documents in support of objectives for the organization. Screen incoming telephone calls, take and deliver accurate messages, and respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
  • Liaison: Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Team, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect Executive Team’s style and organization policy.
  • Proactive: Anticipate Executive Team’s needs in advance of meetings, conferences, and events. Provide “gatekeeper” and “gateway” role, providing a bridge for smooth communication, demonstrating leadership to maintain credibility, trust, and support with Executive Team. Conserves executives’ time by reading, researching, and routing correspondence, drafting letters and documents, collecting and analyzing information, and initiating telecommunications.
  • Hospitality: Provide event management support as requested. Provide hospitality to all guests and help to create a welcoming environment, in person or on the phone, answering or directing inquiries. Represent the company and the Executive Team in a positive light through great follow-through skills and sound judgment.
  • Relationship Development: Invest in building long-lasting relationships both externally and internally. Follow up on contacts made by the Executive Team to cultivate ongoing relationships.
  • Confidentiality: Maintain professionalism, good judgement, and strict confidentiality with all materials, and exercise discretion. Manage sensitive matters with a high level of confidentiality and discretion. Maintain client confidence and protect operations by keeping information confidential.
  • Ad hoc: Other projects/duties as assigned for the overall benefit of the organization. Miscellaneous personal requests. Be responsive to emails/texts/phone calls, with contact outside normal business hours. Complete projects as assigned – such as personal events and/or family needs.

Skills and Qualifications:

  • Significant executive support experience, including supporting C-level executives.
  • Excellent written and verbal communication. Excellent communicator who interacts with people of all levels in a confident, professional manner.
  • Commitment to excellence, performing duties at the highest level possible on a consistent basis.
  • Exceptional organizational skills and impeccable attention to detail.
  • High degree of professionalism in dealing with diverse groups of people, including senior executives, staff, and community leaders
  • Make appropriate, informed decisions regarding priorities and available time.
  • Ability to complete a high volume of tasks and projects with little or no guidance.
  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround. Ability to think outside of the box with a sense of urgency. 
  • Excellent judgment is essential.
  • Ability to switch gears at a moment’s notice.
  • Ability to function well in a fast-paced environment.
  • Strong business sense and can decipher priorities and make sound judgment calls when needed.
  • Demonstrate ability and temperament to work with sensitive information.
  • Team player, team-oriented experience and approach.
  • Service focus, dedicated to meeting the expectations of the Executive Team and other senior executives by maintaining effective relationships with interested parties.
  • Strong time-management skills and the ability to organize and coordinate multiple projects at once.
  • Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge.

Education and Experience:

  • Bachelor’s degree preferred, but not required.
  • 5+ years of related experience working in an executive assistant role supporting C-Level executives.
  • Experience managing multiple calendars.
  • Experience booking travel.
  • Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).
  • Ability to communicate effectively and professionally.
  • Flexible hours as dictated by the needs of business for projects and meetings.

Work Location: Hybrid model — 2 days/week in our Philadelphia, PA office and 3 days/week of remote work.

About Us

Pond Lehocky Giordano succeeds by fully serving injured and disabled workers’ needs through our commitment to the practice of workers’ compensation, social security disability, and long-term disability law at the highest professional level. With more than 100 employees, we invest in cutting-edge technology to provide a strong supporting role to our attorneys and clients.

Behind every case, there’s a person depending on the firm of Pond Lehocky Giordano for help. We never lose sight of that fact. It’s this knowledge that drives every one of us to put the needs of our clients first. We’re told that it’s something that comes through in the atmosphere here—a sense of confidence, compassion and most of all, we really, really care.