Administrative Assistant

Philadelphia, Pennsylvania, United States | Human Resources / Administrative | Full-time


About Us:

Odessa is a U.S. company with offices in Philadelphia, USA and Bangalore, India. Our leasing solutions power a client base comprised of leading global financial institutions that operate across market segments. We transform bold ideas into breakthrough outcomes for customers that drive the economy through equipment and fleet leasing: IT, healthcare, transportation and more. We believe that great outcomes and customer satisfaction are everything. It’s what drives us to turn bold ideas into transformational solutions for lease and loan management. By combining digital technologies with what works across a diverse customer base, we use an agile approach to co-innovate with clients to help them solve their toughest problems.

As the largest technology provider in the leasing industry, Odessa provides a feature-rich ERP solution with broad integrations across top CRM, G/L, tax, credit, and leading enablement applications. As a complete Platform, Odessa delivers a total solution for commercial lending companies, driving the future of asset finance. With best-in-class functionality, extensible architecture, and a suite of value-added features and services, Odessa helps companies transform their business operations.

At Odessa, we’re committed to bringing innovation, creativity, and customer-centricity to enterprise applications for the leasing industry. Since 1998, we’ve been working hard to push the established technology norms and are serious about what we do. But we also like to have fun – in fact, we run our company with that principle in mind every day. One of our core values is ‘enjoyment’.


Primary role

We have an entry-level, career-building opportunity in our Philadelphia headquarters as an Administrative Assistant. The Administrative Assistant role is for an organized, analytical, self-starter with strong communication skills. This position will directly support the CEO, COO, and SVP, Marketing, involving a high level of interaction and visibility with internal and external customers and managing numerous competing priorities daily. The role may also perform other administrative duties to support the US administrative team. The ideal candidate will be adaptable, easily able to adjust in a dynamic environment with a calm and positive attitude.


What you’ll do

  • Management of complex calendar and scheduling requirements
  • End-to-end management of domestic and international travel arrangements ensuring accommodations and logistics are properly booked and considered.
  • Completing expense reports, purchase orders, and managing corporate card purchases; participation in budget planning and tracking as needed
  • Providing support on logistics to coordinate and host group meetings, management team off-sites, including the need to engage/liaise with other executives and align schedules/cadences
  • Assisting with administrative needs of meeting planning including creating PowerPoint presentations, managing catering orders, compiling, and preparing the meeting notes and action items
  • Manage ad-hoc projects (LinkedIn management, advisory councils, and external boards, etc.)
  • Tracking and helping to drive completion of key deliverables, following up on outstanding items
  • Ability to remain composed and organized, prioritizing, and coordinating competing priorities, with the ability to meet deadlines. Use initiative and judgment within established guidelines
  • Handling of requested communications, connecting with both internal and external parties with a high level of integrity and diplomacy
  • Ensure and maintain confidentiality of all appropriate communications and documents
  • Managing other core administrative activities


Primary qualifications

  • Strong oral and written communication skills
  • High proficiency with Microsoft Office Products, specifically Outlook, Word, Excel, Sharepoint, PowerPoint
  • Demonstrated ability to work both highly independently and within a collaborative team environment
  • Strong relationship management skills and demonstrated EQ
  • Process-driven mindset with the ability to identify areas of improvement within the administrative function
  • High level of technical curiosity, using tools and technology to increase efficiency
  • High level of confidentiality, discernment, and judgment
  • Ability to be flexible in response to changing priorities and needs


Preferred qualifications

  • Bachelor's degree preferred in Liberal Arts, Literature, Political Science, or a related degree
  • 1-2 years of work experience assisting at the executive level in a fast-paced environment
  • Experience with Concur or similar expense tracking tools
  • Experience with executive-level calendar management