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Five Below · 2 hours ago

Executive Assistant

Philadelphia, PA

Full-time

Onsite

Mid Level

Five Below is a company that emphasizes a fun and inspiring work culture. The Executive Assistant role involves providing comprehensive support to the Executive Team, managing complex calendars, coordinating meetings, and preparing key materials while ensuring confidentiality and discretion.

RetailSalesShopping

H1B Sponsor Likely

Responsibilities

Proactively manage the daily operations and complex calendars of assigned Executives, including scheduling meetings, prioritizing appointments, and ensuring appropriate time allocation for strategic and operational priorities

Coordinate and support all administrative functions with precision, including:

Processing and reconciling expense reports in alignment with company policy

Planning, organizing, and executing internal and external meetings, including preparing agendas, securing locations, and managing logistics

Drafting, editing, and formatting correspondence, reports, presentations, and other documents with attention to detail and executive-level polish

Arranging complex travel itineraries, including flights, accommodations, ground transportation, and managing last-minute changes as needed

Serve as a professional point of contact, representing the Executives in interactions with internal stakeholders, board members, external partners, vendors, and senior leaders across the organization

Monitor and manage timelines for multiple ongoing projects, ensuring key milestones and deliverables are tracked and communicated proactively

Anticipate needs and address challenges with discretion, judgment, and diplomacy, particularly in matters that are time-sensitive or confidential in nature

Independently create high-quality presentation decks, talking points, memos, and executive communications to support business initiatives and leadership engagements

Support coordination of board and investor meetings, executive offsites, and leadership events, including material preparation and follow-up communications

Maintain and organize files, documents, and records, both digital and physical, ensuring ease of access and version control

Take initiative to improve processes and implement organizational systems that enhance efficiency for the Executives and broader leadership team

Assist with onboarding and offboarding of leaders and executive team members, including systems access, orientation schedules, and administrative setup

Collaborate with cross-functional teams and departments to ensure alignment, consistency, and a smooth flow of communication across the executive office

Qualification

Calendar managementTravel coordinationPresentation preparationExpense report processingProactive approachEffective communicationAttention to detailOrganizational skills

Required

Coordinate and support all administrative functions with precision, including processing and reconciling expense reports in alignment with company policy

Plan, organize, and execute internal and external meetings, including preparing agendas, securing locations, and managing logistics

Draft, edit, and format correspondence, reports, presentations, and other documents with attention to detail and executive-level polish

Arrange complex travel itineraries, including flights, accommodations, ground transportation, and managing last-minute changes as needed