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Executive Assistant

4 months ago

Philadelphia, United States Elwyn Full time
Job Description

POSITION SUMMARY: The Executive Assistant provides high-level, direct, business-related support to the Vice President (VP) of Children's Services. This support includes managing the VPs calendar, scheduling appointments, taking notes, and meeting minutes, managing the flow of stakeholder inquiries and appointments, task management, office management, event management, electronic file management, organization and coordinating activities, submitting documents for review and signatures, ensuring the VP's attendance at key meetings, and participation in confidential stakeholder meetings. In addition, the position provides administrative support to Children's Services as assigned including, but not limited to, administrative support for special projects and events.

DUTIES AND RESPONSIBILITIES:

  • Provide office management and triage for and Children's Services administrative offices in a professional, patient and courteous manner, including but not limited to reception, sign-in and greeting of visitors, customer and stakeholder engagement activities by, maintaining comfortable waiting area, offering beverages and or snacks, providing de-escalation and conflict resolution as required for situations that require immediate response, including but not limited to fire drills, medical response, emergency management and crisis response
  • Triage phone calls, emails and requests for meetings, answer questions efficiently and escalate to the appropriate Children's Services leader. Schedule appointments, and maintain and update VP's daily calendar, coordinate local and out of state travel arrangements, prepare itineraries, plan details and logistics, and submit accompanying expense reports for reimbursement maintain confidentiality of highly sensitive information shared in meetings
  • Participate in executive meetings, per request, take notes, maintain a shared file with the VP, and keep meeting minutes in executive meetings; keep track of tasks to complete, deadlines, directives, deliverables, and due dates for completion, check-in with the VP to review and complete deliverables; provide narrative summaries, reminders, task list reviews, and to do lists for the VP, and assist with ensuring that the VP's deadlines and timelines are met
  • Participate in city-wide, state-wide, and regional meetings and conferences; provide mobile, on-site support as needed to assist in the effective management and oversight of all service line programs, document, track, organize, prioritize, and process staff, agency, and community partner requests, issues and needs, perform follow-up tasks and resolution activities by calling and/or emailing stakeholders and resolving outstanding items to customer satisfaction
  • Create/revise and proofread PowerPoint presentations, word documents, and letters; convert and file PDF documents as needed; create charts, graphs and pie charts from given data points, perform dictations and read backs, read throughs, create/update spreadsheets, records and databases, including but not limited to, personnel, financial, and other data as required, prepare executive summaries, draft communications, and submit timely research reports, as needed
  • Coordinate executive meetings, trainings, seminars as needed with tasks including but not limited to office arrangement, making copies of documents and agendas, sign-in sheets, ordering refreshments, creating name cards, ensuring that needed supplies are on-site, facilitate room arrangements, audio visual needs and requests to ensure smooth and efficient programming
  • Perform financial tasks to include processing invoices, completing mileage forms, managing and reconciling receipts, and purchase requisitions
  • Perform administrative tasks key to business operations including assisting with the processing of necessary forms on behalf of the VP such as HRS forms, Information Technology (IT) department activation and termination forms, disciplinary forms, grant applications, and bonus forms to ensure timely completion and submission
  • In the absence of the VP, approve time and paid time off requests in the HR information system
  • Provide supervision of assigned staff in the areas including, but not limited to, recruitment, selection, leadership, coaching, training, performance management, promotion, discipline and termination; supervision of the Administrative Assistant of Early Learning Services (ELS) to ensure consistency in the support of the ELS program.
  • Maintain a strict and rigorous time schedule including accounting for breaks, travel time, etc. to ensure appropriate support levels are maintained
  • Perform other duties as assigned

IMMEDIATE SUPERVISOR: Vice President, Children's Services

DIRECT REPORTS: Administrative Assistant, Early Learning Services

CONTACTS: Elwyn staff, provider agency staff and contractors, state and local government officials, funding agency representatives, community partner staff

EDUCATION/EXPERIENCE/SKILLS REQUIREMENTS:

  • High school diploma or graduate equivalency diploma (GED) with specialized training in administrative/office work, associate degree in administration or related field preferred
  • Seven (7) years' experience in an administrative setting; experience providing administrative support to senior leaders and executive management experience in a corporate/administrative setting preferred
  • Previous experience supervising administrative staff preferred
  • Demonstrated ability to work effectively as part of a team
  • Ability to work in a fast-paced environment and manage and prioritize multiple, often competing, priorities
  • Demonstrated strong attention to detail
  • Demonstrated strong time management and organizational skills
  • Demonstrated excellent judgment with the ability to independently solve problems and make decisions with little or no need for direct supervision
  • Demonstrated ability to anticipate future needed changes or identify problem areas and take effective actions
  • Must possess excellent customer interaction, collaboration, presentation, and written and verbal communication skills and strong organizational skills
  • Demonstrated intermediate experience with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint
  • Must have current, valid driver's license in state of residence, three (3) years' driving experience in the United States, and acceptable driving record

PHYSICAL DEMANDS/ENVIRONMENTAL PROFILE: See Physical Demands Checklist below which represents the general physical demands and environment conditions to which the employee holding this position must meet, in addition to the duties and responsibilities listed above, to successfully perform the essential functions of this job. Elwyn will engage otherwise qualified candidates for this position whose disabilities may require reasonable accommodations to enable an individual to perform the essential functions.

Elwyn reserves the right to revise or change job duties and responsibilities as needed. This job description is not meant to be an all-inclusive statement of duties and responsibilities of the job nor does it constitute a written or implied contract.

Elwyn is an Equal Opportunity Employer. Elwyn does not discriminate on the basis of race, color, religion, creed, ancestry, pregnancy status, medical condition, gender, gender identity or expression, genetic information, sexual orientation or identity, age, national origin, citizenship, handicap status, marital or family status, mental or physical disability, perceived disability, military or veteran status, political activities or affiliations, or any other characteristic protected under applicable federal, state or local law, ordinance, or regulation.

ELW-17546