Contractor - Administrative Assistant

Administrative Assistant, Sales Leadership Support

Pay Rate: 33.00 per hour

Location: Hybrid onsite Tuesday-Thursday in Valley Forge, PA OR Fully remote nationwide (Manager is open to either arrangement but PA locals will be prioritized)

6 month contract

Position Summary

We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to provide comprehensive support to a team of five Sales and Sales Enablement Leaders. This role serves as a critical partner in managing complex calendars, coordinating extensive travel, and ensuring seamless execution of day-to-day operations across multiple time zones.

The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, demonstrates exceptional judgment, and has proven experience supporting senior leaders with demanding travel schedules and external client commitments. Experience with calendar management and executive support is a core requirement. Internal best practices for administrative support emphasize calendar delegation, meeting coordination, and executive scheduling support.

Key Responsibilities

Executive Calendar Management

• Manage and optimize complex calendars for five Sales and Sales Enablement Leaders with competing priorities and frequent schedule changes.

• Coordinate meetings across multiple U.S. time zones while ensuring efficient use of leader time.

• Proactively identify scheduling conflicts and recommend solutions.

• Prioritize client, advisor, partner, and internal leadership meetings based on business objectives.

• Manage meeting logistics, invitations, agendas, and follow-up actions.

Travel Coordination

• Arrange domestic and  at times international travel, including flights, hotels, ground transportation, and itinerary management.

• Build detailed travel itineraries that accommodate changing priorities and last-minute adjustments.

• Monitor travel disruptions and proactively implement contingency plans.

• Coordinate travel across multiple sales leaders simultaneously while maintaining accuracy and efficiency.

Meeting and Event Support

• Support leadership meetings, team offsites, client events, conferences, and industry engagements.

• Prepare meeting materials, presentations, and briefing documents.

• Track action items and ensure timely follow-up on commitments.

• Coordinate executive attendance and logistics for cross-functional meetings and events.

Operational Support

• Manage expenses, invoices, reimbursements, and related administrative processes.

• Assist with document preparation, presentations, reporting, and correspondence.

• Serve as a key point of contact for internal and external stakeholders.

• Maintain confidentiality while handling sensitive business information.

Relationship Management

• Build strong partnerships with leaders, sales teams, clients, and business partners.

• Act as a trusted gatekeeper and advisor regarding scheduling priorities.

• Navigate complex stakeholder needs with professionalism, discretion, and diplomacy.

Qualifications

Required

• 5+ years of administrative or executive assistant experience supporting senior leaders.

• Proven experience supporting multiple executives simultaneously.

• Demonstrated success managing complex calendars across multiple time zones.

• Experience coordinating extensive travel for executives or sales leaders.

• Exceptional organizational skills and attention to detail.

• Strong written and verbal communication skills.

• Advanced proficiency in Microsoft Outlook, Teams, Word, PowerPoint, and Excel.

• Ability to work independently, prioritize multiple demands, and adapt quickly to changing priorities.

Preferred

• Experience supporting sales, distribution, wealth management, financial services, or client-facing leadership teams.

• Experience supporting leaders who travel 60%+ of the time.

• Experience coordinating large meetings, leadership events, and external client engagements.

Success Profile

The successful candidate will be:

• Highly proactive and anticipatory.

• Calm under pressure and comfortable with ambiguity.

• Exceptionally organized and responsive.

• Skilled at managing competing priorities without sacrificing accuracy.

• Professional, discreet, and trustworthy.

• Customer-service oriented with a strong sense of ownership and accountability.

Key Competencies

• Executive Support

• Calendar & Time Management

• Multi-Time Zone Scheduling

• Travel Management

• Meeting Coordination

• Stakeholder Management

• Communication

• Problem Solving

• Attention to Detail

• Adaptability

• Confidentiality & Judgment

Scope of Support

• Direct support for five Sales and Sales Enablement Leaders

• Frequent coordination across multiple time zones

• Extensive travel planning and schedule management

• High-volume meeting and stakeholder coordination

• Significant interaction with internal leadership, clients, and external partners

Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status. At Randstad, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact HRsupport@randstadusa.com. Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Randstad offers a comprehensive benefits package, including: medical, prescription, dental, vision, AD&D, and life insurance offerings, short-term disability, and a 401K plan (all benefits are based on eligibility). This posting is open for thirty (30) days.