Executive Assistant

Executive Assistant – Business Operations

Location: Philadelphia, PA | Hybrid

Employment Type: Contract-to-Hire

Position Overview

IntePros is currently seeking an experienced Executive Assistant – Business Operations to join one of our clients in Philadelphia, PA. This is an opportunity supporting senior leadership within a growing technology and telecommunications business focused on innovative products and emerging solutions. This position combines traditional executive administrative support with business operations responsibilities, including sales order processing, purchase order coordination, billing support, and cross-functional communication.

Key Responsibilities

Executive & Administrative Support

• Provide administrative support to multiple senior executives, including calendar management, scheduling, meeting coordination, and travel or expense-related activities.
• Coordinate internal and external meetings, customer visits, executive engagements, and business events.
• Serve as a professional point of contact for executives, employees, customers, vendors, and business partners.
• Welcome and assist visitors, ensuring a positive and professional experience.
• Manage correspondence, administrative documentation, meeting logistics, and follow-up activities.
• Anticipate executive needs, resolve scheduling conflicts, and effectively prioritize competing requests.
• Adapt communication and support styles to accommodate different leadership personalities and working preferences.

Business Operations & Sales Support

• Assist with sales order processing, purchase order administration, and transaction tracking.
• Support order entry, updates, and documentation using Salesforce and internal business systems.
• Coordinate with Sales and Finance on invoicing, billing inquiries, purchase order reconciliation, and accounts receivable follow-up.
• Maintain accurate operational records, reports, spreadsheets, and tracking documents.
• Collaborate with Sales, Finance, Procurement, Legal, and Operations to resolve discrepancies and support daily business processes.
• Assist with vendor communications, contract documentation, and administrative coordination.
• Identify opportunities to improve workflows, streamline processes, and enhance operational efficiency.

Office & Cross-Functional Coordination

• Support general office operations, visitor coordination, meeting preparation, and workplace activities.
• Facilitate communication between leadership, internal teams, customers, and external partners.
• Track deadlines, outstanding action items, and operational priorities.
• Provide flexible administrative and operational support as business needs evolve.

Required Qualifications

• Previous experience as an Executive Assistant, Senior Administrative Assistant, or similar administrative professional supporting senior-level leadership.
• Strong calendar management, scheduling, organizational, and multitasking skills.
• Excellent interpersonal and communication skills with a polished, professional demeanor.
• Ability to confidently interact with executives, customers, vendors, and internal stakeholders.
• Proficiency in Microsoft Office 365, including Outlook, Excel, Word, and Teams.
• Exceptional attention to detail, time management, and follow-through.
• Strong problem-solving skills, sound judgment, discretion, and the ability to handle confidential information.
• Ability to manage competing priorities and adapt quickly to changing business needs.
• Proactive, dependable, and comfortable working with a variety of personalities and leadership styles.
• Ability to work a hybrid schedule with regular onsite presence in Philadelphia, PA.

Preferred Qualifications

• Experience with Salesforce or similar CRM platforms.
• Exposure to sales operations, purchase orders, invoicing, billing, accounts receivable, or financial administration.
• Previous experience supporting executives in technology, telecommunications, or a related industry.
• Familiarity with vendor coordination, operational reporting, and cross-functional business processes.
• Experience working in a growing or fast-paced business environment.