Executive Assistant to the CEO

5 days ago

Pittsburgh, United States Jefferson Regional Foundation Full time

The Jefferson Regional Foundation is a grantmaker focused on the health and well-being of the South Hills and lower Mon Valley of Pittsburgh, Pennsylvania. Funded in 2013 to engage in community grantmaking as a result of Jefferson Hospital’s affiliation with Allegheny Health Network/Highmark, the Foundation has invested over $20 million in grant awards to over 100 nonprofit organizations with matching priority areas of increasing health access and prevention, and strengthening vulnerable populations and communities.


Reporting directly to the CEO, this position provides high-level executive support to the Chief Executive Officer, leads project management efforts for strategic initiatives, and oversees administrative support to the Jefferson Regional Foundation team. The Executive Assistant serves as a liaison to the Board of Directors and CEO, and communicates with all associated stakeholders ensuring organization effectiveness and quality operational processes.


Responsibilities:

  • Primary responsibility will be to ensure organizational effectiveness by providing leadership over the administrative functions to include some financial management tasks.
  • Improve the operational systems, processes and policies – specifically, support information flow and management, business process and organizational planning.
  • Assist the CEO with daily administrative duties, tasks, and activities that include managing an active calendar of appointments for the CEO; composing and preparing correspondence; itineraries and agendas and compiling documents for meetings.
  • Liaison with the Accounting Consultant to assure agency reporting tasks take place.
  • Drive initiatives within the Foundation that contribute to long-term operational excellence.
  • Serve as the CEO’s administrative liaison to the Board of Directors and manage Board activities, which include coordinating Board of Directors meetings, Committee meetings, compiling, assembling, and distributing Board meeting materials via email and the board reporting platform.
  • Attend Board and Committee meetings as directed, take minutes of the meeting that accurately reflect actions of the board and transcribe into official minutes.
  • Maintain confidential files and contact information for Board of Directors.
  • Support CEO in the external commitments related to the Foundation, including service on external boards, committees, and other groups.
  • Communicate with the general staff and assist with logistics for high-level meetings/ conferences/ forums both internally and externally. Coordinate staff meetings for the Foundation Team.
  • Track invoices and expenses, acquire necessary approvals for invoices and expenses from CEO and Board, complete payment for invoices and expenses via the Foundation’s online banking platform.
  • Code credit card expenses in QuickBooks and maintain backups for all of the Foundation’s financial transactions.
  • Maintain and purchase office supplies; serve as a primary contact to office vendors.
  • Demonstrate the ability to co-create an inclusive work environment.


What will make you a great fit:

  • Bachelor’s degree is preferred, with a minimum of 5 years’ experience of progressive administrative experience in non-profit office administration/management; or equivalent combination of education and experience.
  • Exceptional organizational and project management skills, with ability to remain deft and agile while working across functional teams to meet organizational targets.
  • Excellent strategic thinking, problem solving skills; politically astute, with the talent and depth to work with the Chief Executive Officer, Board, and strategic partners.
  • Strong knowledge of infrastructure and operational functions with ability to leverage that knowledge for organizational success.
  • Ability to establish priorities, work independently, and proceed with objectives without supervision.
  • Knowledge of modern office systems and business communication, to include style and format of letters, memoranda, minutes, and reports.
  • High level technology skills, including Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and Govenda.
  • Excellent communication ability, both verbal and written.
  • Demonstrated ability to co-create in an inclusive and diverse work environment.


Compensation: $58-$65,000 annually


Reimagine your administrative and nonprofit career with Jefferson Regional Foundation. We offer a generous compensation and benefits package, a hybrid work schedule, and the ability to continue professional growth with a leading regional nonprofit foundation.


The Jefferson Regional Foundation is an equal opportunity employer committed to creating a diverse and inclusive work culture.

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