Executive Assistant to VP of Shows and Events
Position Overview:
The Executive Assistant to the VP of Shows & Events plays a pivotal role in supporting the leadership and operational success of the Philadelphia Flower Show and related initiatives. This position ensures the VP’s time, communications, and priorities are effectively managed, enabling both smooth day-to-day operations and long-term strategic planning.
The ideal candidate is a highly organized, detail-oriented professional who thrives in a dynamic environment and enjoys coordinating across multiple teams. They will serve as a trusted liaison between the VP, internal colleagues, and external partners, helping translate vision into action and ensuring key initiatives stay on track.
Primary Responsibilities:
- Operational & Administrative Support
- Manage the VP’s daily and weekly priorities, ensuring preparation for upcoming deliverables, meetings, and deadlines.
- Maintain and organize project and team calendars aligned with departmental priorities.
- Coordinate and schedule meetings, travel, and logistics.
- Monitor and assist in managing the VP’s inbox, helping prioritize and respond as needed.
- Support financial organization by tracking invoices, budgets, and expense reports for VP review.
- Provide coverage for the PHS Library reception, in collaboration with the other Executive Assistants, when support is needed by the Office of the President.
- Document & Meeting Preparation
- Prepare, edit, and format agendas, presentations, dashboards, and timelines using various software tools.
- Capture meeting notes, follow-up items, and ensure timely communication of next steps.
- Relationship & Communication Management
- Serve as a primary point of contact for internal and external stakeholders.
- Facilitate consistent communication and touchpoints with key partners and collaborators.
- Represent the VP with professionalism, discretion, and warmth.
Qualifications/Specification:
- Minimum degree required: Associate degree with significant relevant experience or professional certification (e.g., CAP, PMP, or adjacent admin training); Bachelor’s degree in communications, business administration, project management, or a related field strongly preferred
- Years of experience: Minimum of 3–5 years of experience in an administrative, coordinator, or executive support role. Ideally, 5–7 years, particularly supporting a senior leader or department head in a complex, multi-stakeholder environment (nonprofit, event production, or creative organization experience a plus).
- Licenses/Certifications: N/A
- Driver’s License: N/A
- Knowledges, Skills, Abilities required for success:
- Exceptional written and verbal communication skills, especially in email and professional correspondence.
- Strong relationship management skills with a natural ability to build and maintain trust
- Excellent organizational and time-management abilities with keen attention to detail.
- Reliable and proactive in anticipating needs, following up, and solving problems.
- Discreet and professional in handling confidential and sensitive information.
- Adaptable, flexible, and comfortable working in an evolving environment.
- Tech-savvy and comfortable using productivity, scheduling, and presentation tools.
EEO NOTICE:
At PHS, we value a diverse, inclusive workforce and we provide equal employment opportunity for all applicants and employees. All qualified applicants for employment will be considered without regard to an individual’s race, color, sex, gender identity, gender expression, religion, age, national origin or ancestry, citizenship, physical or mental disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military or veteran status, or any other basis protected by federal, state or local laws.
Benefits:
PHS offers a comprehensive package of benefits for full-time team members, including, but not limited to: a 403(b) savings plan with employer contributions; medical, dental and vision insurance; paid time off, including 19 paid holidays, 18 days of paid time off annually; flexible spending accounts, PHS paid insurances and optional personal insurance policies, and an employee assistance program. Eligibility for benefits is governed by the applicable plan documents and policies.
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