Executive Assistant Jobs in Pennsylvania

ABOUT THE POSITION

Loeffler Financial Group is seeking a highly organized, resourceful, and discreet Executive & Personal Assistant to work directly with the Managing Principal.

This is not a traditional administrative position where every task comes with step-by-step instructions. We are looking for someone who can be given an objective, determine the best way to accomplish it, anticipate potential obstacles, and carry the assignment through to completion.

The successful candidate will handle a broad and evolving combination of executive, operational, project-based, and reasonable personal responsibilities. Some assignments will be clearly defined. Others will require independent research, sound judgment, creativity, persistence, and follow-through.

The right person will bring solutions and recommendations—not simply bring back questions or problems.

POSITION OBJECTIVE

The Executive & Personal Assistant will help protect the Managing Principal’s time, maintain organization, coordinate priorities, and ensure important business and personal responsibilities are completed accurately and on time.

The expectation is not simply to perform individual tasks. The expectation is to take ownership of outcomes from assignment through completion.

KEY RESPONSIBILITIES

Executive Support

• Manage and protect the Managing Principal’s calendar, appointments, priorities, and deadlines.
• Coordinate meetings, telephone calls, travel arrangements, reservations, transportation, and itineraries.
• Prepare correspondence, summaries, agendas, checklists, and follow-up communications.
• Organize information and ensure the Managing Principal is properly prepared for meetings and commitments.
• Track open assignments and follow up with employees, clients, vendors, contractors, and other parties.
• Identify scheduling conflicts, missing information, and potential problems before they become urgent.
• Separate matters requiring the Managing Principal’s attention from those that can be resolved independently.
• Maintain organized records of assignments, approvals, confirmations, and outstanding items.

Project and Operational Support

• Take ownership of special projects from assignment through completion.
• Research products, services, vendors, properties, travel options, and other business or personal needs.
• Obtain proposals, compare alternatives, identify risks, and present a concise recommendation.
• Coordinate contractors, vendors, deliveries, appointments, and project timelines.
• Help coordinate firm events, office projects, purchasing, recruiting activities, and other operational priorities.
• Develop practical solutions when an assignment does not have an established procedure.
• Create checklists, templates, and repeatable processes for recurring responsibilities.
• Confirm that delegated work was completed correctly rather than assuming it was handled.
• Provide clear status updates without requiring repeated requests for information.

Personal Assistance

• Coordinate reasonable personal appointments, reservations, purchases, returns, and errands.
• Assist with vehicle service, property-related appointments, deliveries, dry cleaning, and similar responsibilities.
• Research and arrange personal travel, accommodations, transportation, and dining.
• Communicate with service providers and vendors on behalf of the Managing Principal.
• Handle sensitive business and personal information with complete confidentiality.
• Be willing to perform both high-level executive assignments and ordinary errands when either is necessary to keep the Managing Principal focused on higher-value responsibilities.

HOW ASSIGNMENTS WILL WORK

The assistant may receive an assignment such as:

“Research the available options, determine what each option costs, identify any potential problems, and bring me your recommendation.”

The assistant will then be expected to:

• Understand the desired outcome.
• Ask focused questions when essential information is missing.
• Research and compare the available options.
• Consider cost, quality, timing, risk, and practicality.
• Resolve routine obstacles independently.
• Present a concise recommendation when approval is required.
• Execute the approved solution.
• Confirm completion and identify any remaining follow-up.

The Managing Principal should not have to repeatedly request updates, rediscover unfinished work, or provide instructions for every individual step.

REQUIRED QUALIFICATIONS

• Previous experience supporting an executive, business owner, entrepreneur, or senior professional.
• Exceptional organization and attention to detail.
• Strong written and verbal communication skills.
• Excellent judgment and practical problem-solving ability.
• Demonstrated ability to research unfamiliar matters and determine an appropriate course of action.
• Ability to manage changing priorities in a fast-paced professional environment.
• Ability to work independently without constant supervision.
• Strong follow-through and willingness to accept responsibility for results.
• High level of discretion, maturity, and professionalism.
• Proficiency with email, electronic calendars, Microsoft Office, online research, electronic documents, and modern productivity tools.
• Reliable transportation and willingness to complete local errands or attend off-site appointments.
• Flexibility to assist with both business and reasonable personal responsibilities.
• Ability to handle confidential client, employee, financial, and personal information appropriately.

THE IDEAL CANDIDATE

The ideal candidate:

• Naturally anticipates what may be needed next.
• Notices problems and addresses them without waiting to be told.
• Brings possible solutions when raising a problem.
• Is resourceful when an obvious solution is unavailable.
• Understands when to act independently and when approval is required.
• Communicates comfortably with professionals, clients, employees, vendors, contractors, and service providers.
• Is persistent without becoming confrontational.
• Can move comfortably between strategic projects and routine responsibilities.
• Does not consider ordinary tasks or errands beneath them.
• Remains calm, polished, dependable, and accountable.
• Takes confidentiality seriously.
• Consistently closes the loop.

SCHEDULE

This position will begin on a part-time basis, generally requiring approximately 20–25 hours per week. The position will be primarily in person at our Lancaster office, with local travel and schedule flexibility based on assignments.

The position has the potential to expand in hours, compensation, and responsibility as trust is established and the assistant demonstrates the ability to independently manage a larger portion of the Managing Principal’s workload.

COMPENSATION

Compensation will be based on the candidate’s experience, judgment, capabilities, and demonstrated ability to operate independently.

HOW TO APPLY

Please submit:

• Your resume.
• A short written response describing a time when you were given an unfamiliar assignment with limited instructions.
• Explain how you determined what needed to be done, how you handled any obstacles, and how you confirmed that the assignment was completed successfully.

Applications that do not include the requested written response may not be considered.

ABOUT LOEFFLER FINANCIAL GROUP

Loeffler Financial Group is a family-owned accounting and financial services firm that has been serving individuals, families, entrepreneurs, and privately held businesses since 2001. Headquartered in Lancaster, Pennsylvania, the firm has grown from a traditional local tax practice into a comprehensive, multi-state professional services organization.

Our work extends far beyond preparing tax returns. We advise clients through business formation, growth, acquisitions, financial decisions, tax-planning opportunities, compliance challenges, and major life transitions. Our services include individual and business taxation, tax planning and strategy, accounting, bookkeeping, payroll, financial reporting, business advisory services, and representation involving federal, state, and local tax matters. Wealth-management services are also available through appropriately affiliated and licensed professionals.

What distinguishes Loeffler Financial Group is the way we serve people. We combine the accessibility, loyalty, and personal accountability of a family-owned firm with the capabilities, technology, and technical resources of a much larger organization. Our clients are not numbers moving through a production line. We take the time to understand their businesses, families, goals, and concerns so we can provide advice based on their complete financial picture.

The firm has earned its growth the traditional way: by doing good work, standing behind that work, building lasting relationships, and earning the confidence of clients and other professionals. Much of our continued growth comes from referrals and long-standing relationships developed over many years.

We maintain high expectations because our clients trust us with matters that directly affect their businesses, finances, employees, and families. Accuracy, confidentiality, responsiveness, professional judgment, and follow-through are not slogans here—they are fundamental requirements of how the firm operates.

We are equally committed to the community that has supported us. Loeffler Financial Group believes a successful local business has a responsibility to give back, create opportunities, and contribute to the long-term strength of the community it serves.

This position offers uncommon access to the leadership and day-to-day operation of a growing professional firm. The Executive & Personal Assistant will work directly with the Managing Principal across business operations, firm growth, special projects, scheduling, travel, vendor coordination, and selected personal responsibilities.

This is not a background administrative position. The person selected will become a trusted extension of the Managing Principal and will play a meaningful role in protecting his time, advancing firm priorities, and ensuring that important responsibilities are carried through to completion.

Expected hours: 5.0 – 25.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Employee assistance program
• Employee discount
• Flexible schedule
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement

Application Question(s):

• How many years of experience do you have supporting a business owner, executive, entrepreneur, or senior-level professional?
• Are you comfortable handling a combination of executive responsibilities, business projects, scheduling, vendor coordination, and reasonable personal errands?
• This position is primarily in person in Lancaster, Pennsylvania, and requires reliable transportation for occasional local errands and appointments. Are you able to meet these requirements?
• Describe a time when an executive or manager gave you an unfamiliar assignment with limited instructions. Explain how you determined what needed to be done, handled obstacles, and confirmed that the assignment was completed successfully.
• The Managing Principal asks you to research several options, evaluate the cost, quality, timing, and potential problems, and recommend the best solution. Briefly explain how you would approach this assignment.
• When you encounter a problem while completing an assignment, which response most closely describes your usual approach?

A. Wait until the manager provides additional instructions.
B. Immediately return the problem to the manager.
C. Research the issue, identify practical solutions, and present a recommendation when approval is needed.
D. Make every decision independently without informing the manager.

• Are you comfortable performing both high-level assignments and routine responsibilities, including scheduling appointments, making reservations, completing returns or pickups, coordinating vehicle service, and communicating with vendors?
• This position involves access to confidential business, client, employee, financial, and personal information. Are you willing to sign and comply with a confidentiality agreement?
• Why are you interested in working directly with the Managing Principal of Loeffler Financial Group, and what would make you successful in a position requiring independence, discretion, flexibility, and consistent follow-through?

Work Location: In person