Fidem Financial Senior Administrative Assistant (Executive Leadership)
Location: Philadelphia / Hybrid
Company: Fidem Financial
Employment Type: Full-time
FLSA Status: Exempt
Position Summary
Fidem Financial is seeking a highly organized and detail-oriented Senior Administrative Assistant to support members of the executive leadership team. This role is focused on delivering high-quality administrative coordination, enabling efficient day-to-day operations, and ensuring a seamless experience for both internal stakeholders and external partners.
The ideal candidate is proactive, responsive, and comfortable managing multiple priorities in a fast-paced environment. This individual will play a critical role in supporting executive workflows, coordinating logistics, and maintaining strong administrative infrastructure across the organization.
Key Responsibilities
Executive Coordination
- Manage and optimize executive calendars, including scheduling, prioritization, and conflict resolution across time zones
- Coordinate domestic and international travel, itineraries, accommodations, and logistics
- Support expense reporting processes, ensuring accuracy and timely submission
Meeting & Communication Support
- Route and manage scheduling-related communications with professionalism and discretion
- Coordinate logistics for executive meetings, including scheduling, materials, and follow-ups
- Compile and distribute meeting materials and pre-read documents in advance of meetings
- Ensure meetings are well-prepared and efficiently executed
- Review and refine AI-generated meeting summaries for clarity and conciseness, format into standardized templates, and distribute to internal stakeholders as appropriate; provide ad hoc meeting note-taking support as needed
- Take clear, concise meeting notes as needed, ensuring accurate capture of key discussion points and action items for follow-up
- Assist in tracking and following up on meeting action items to support timely execution
Travel & Logistics Execution
- Arrange multi-leg travel and related logistics, working with external partners as needed
- Support travel documentation and coordination requirements for domestic and international trips
- Manage changes or disruptions to travel plans with responsiveness and attention to detail
Administrative Organization & Documentation
- Maintain organized and scalable filing systems across shared drives and internal platforms
- Assist in organizing and consolidating documents from internal stakeholders to ensure records are complete and up to date
- Support the development, organization, and ongoing maintenance of administrative and procedural documentation
- Ensure consistency, accuracy, and accessibility of records, templates, and key internal documents
- Assist with document formatting, compilation, and basic proofreading
- Support administrative tracking, recordkeeping, and data entry as needed
Office Operations & Coordination
- Support general office operations to maintain an organized and functional environment
- Coordinate with internal teams and external vendors for routine office needs
- Assist in maintaining office readiness for employees and visitors
Events & External Experience
- Support planning and execution of executive meetings, client engagements, and firm events
- Coordinate logistics such as scheduling, materials, catering, and on-site support
- Help Coordinate logistics for in-office meetings and visitors, ensuring a seamless and professional experience
Cross-Functional Administrative Support
- Coordinate with internal teams, including Finance, HR, and Operations to support administrative workflows
- Assist in standardizing administrative processes and improving documentation consistency across workflows
- Track and follow up on routine administrative tasks and deliverables
- Provide ad hoc administrative support across the executive leadership team
Qualifications
- 5–8 years of administrative experience supporting senior leadership in a professional services, financial services, or similarly fast-paced environment
- Demonstrated experience supporting multiple executives simultaneously, with competing priorities and shifting schedules
- Proven ability to coordinate complex domestic and international travel, including multi-leg itineraries and time zone management
- Strong organizational and time management skills, with the ability to operate with urgency and accuracy under tight timelines
- High level of professionalism, discretion, and judgment when handling sensitive information
- Proficiency with Microsoft Office Suite, Outlook, and expense management tools
- Excellent written and verbal communication skills
- Experience supporting multiple executives simultaneously, ideally five or more, in a fast-paced environment
- Experience maintaining organized documentation systems or administrative process standards
Preferred Qualifications
- Experience in a lean team environment where adaptability and ownership are required
- Prior exposure to financial services, asset management, or regulated environments
- Experience supporting executives who travel frequently and operate across time zones
- Exposure to event coordination or office operations support
Why Fidem Financial
- Collaborative and fast-paced environment
- Exposure to senior leadership and firmwide operations
- Opportunities for growth and expanded responsibility over time
Compensation
In addition to base salary this role is eligible for an annual discretionary bonus based on individual and company performance.
Equal Employment Opportunity Statement
Fidem Financial provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, veteran status, or any other protected characteristic under applicable federal, state, or local law. We celebrate diversity and are committed to creating an inclusive environment for all employees.
