Executive Assistant

Job Description

Job Description

About Institutes

Located in beautiful Malvern, Pennsylvania, The Institutes® are a not-for-profit comprised of diverse affiliates that educate, elevate, and connect people in the essential disciplines of risk management and insurance. Through products and services offered by our nearly 20 affiliated business units, people and organizations are empowered to help those in need with a focus on understanding, predicting, and preventing losses to create a more resilient world.

Additionally, we understand the importance of work-life balance—in 2025 Philly.com named us a Top Workplace for the tenth year and USA Today named us a USA Top Workplace for the third year. We provide excellent benefits and a friendly, team-focused work environment to drive employee engagement.

Executive Assistant

The Executive Assistant will serve as a trusted partner to multiple business unit leaders, providing essential administrative support to ensure smooth day-to-day operations. Key responsibilities include managing calendars, coordinating meetings and events, arranging travel, and assisting with expense reporting.

We’re looking for someone who thrives in a fast-paced environment, can balance multiple priorities, and approaches every task with professionalism and discretion. The ideal candidate is collaborative, resourceful, and adaptable, with a strong ability to anticipate needs and solve problems quicky.

The successful candidate will be aligned with the core values of The Institutes : have a customer first mentality; be collaborative; be innovative; do what you say you will do; and always do the right thing.

What You’ll Do :

• Manage complex calendars, coordinate meetings, and schedule appointments, sometimes across multiple time zones.
• Arrange travel, including itineraries, accommodations, and logistics.
• Prepare and process expense reports, purchase orders, and other administrative documentation.
• Draft, proofread, edit correspondence, presentations, and reports.
• Proactively anticipate needs of supported business unit leaders and make recommendations for more efficient and effective processes.
• Partner with business unit leaders and / or the Chief of Staff to support departmental initiatives and projects.
• Handle requests for information in a professional and timely manner
• Maintain high level of confidentiality through all work assignments.

What We’re Looking For :

Key Competencies

The Best Part? The Benefits!

To reinforce the importance of work-life balance, employees enjoy excellent benefits, including :