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Executive Administrative Assistant

4 months ago

Pittsburgh, United States Gwens Girls Incorporated Full time

Job Purpose:

The Executive Administrative Assistant collaborates with the Chief of Staff and senior staff provides high level administrative support to executives in the workplace, such as taking calls, scheduling meetings, managing executive requests, and other office duties. The Executive Administrative Assistant also oversees office functions such as supply orders, and supervise lower level office employees.

Position Summary:

* Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive's behalf
* Maintaining comprehensive and accurate records
* Performing minor accounting duties
* Organizing meetings, including scheduling, sending reminders, checking the mail daily, and organizing catering when necessary
* Answering phone calls in a polite and professional manner
* Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department
* Making appointments and prioritizing the most sensitive matters
* Provides direct administrative support to the CEO and Chief of Staff as needed
* Providing a primary amount of assistance to the Data and Communications Coordinator by helping with events coordination, publicity and marketing strategies,
* Assists with Human Resources needs such as orientation preparation, scheduling orientation/training calendars,
* Provide administrative assistance to the Finance Department such as drafting and mailing donor letters and inputting information into Salesforce
* Initiate program scheduling and training preparation for the Director of Programs
* Help train other administrative staff on company policies and best practices.
* Collaborates with senior management team to develop annual and long term strategic plan.
* Manages daily overall front office operations and procedures
* Manages network administration including the phone system.
* Actively participates in all required team meetings, trainings and supervisory sessions. Meets regularly with supervisor, communicates openly needs, concerns, and ideas; utilizes feedback given in supervisory sessions.
* Incorporates Sanctuary tools and practices into everyday interactions to create a trauma-informed environment. Upholds the principles of Sanctuary to provide a therapeutic framework and culture
* Performs other duties as assigned.

Qualifications

Minimum Requirements:

Education: Associate Degree in Administrative Assisting or Bachelor's degree in the business related field preferred.

Licensure/Certification: N/A

Minimum Requirements:

* At least 2 years working with senior level staff in an administrative capacity
* Ability to meet deadlines
* Ability to multitask
* Problem-solving and decision making
* Proactivity and self-direction
* Interpersonal skills
* Advanced computer skills needed
* Must be available to work evenings and some weekends when program activities are planned.
* Valid PA driver's license with excellent driving record, reliable vehicle, insurance and registration required.

Clearances Required: PA Act 33 (Child Abuse) / Act 34 (Criminal History) / Federal Criminal History Record (FBI Fingerprint), National Sex Offender Registry Clearance

Other Skills/Abilities:

* Ability to identify and implement organizational best practices
* Experience handling clerical duties in a high-pressure environment
* Exemplary supervisory and team building skills
* Effective time management and organizational skills
* Superb written and oral communication skills
* Experience managing multiple phone lines, keeping up with complex schedules and maintaining high-level business relationships
* Demonstrated ability to establish and maintain effective working relationships with staff, clients and community leaders
* Demonstrated ability to work well with others in a team situation
* Ability to interact in an effective, tactful, and professional manner with staff, clients and community stakeholders

Work Environment:

Works in a normal office setting, with at-risk youth, with limited exposure to adverse environmental conditions.

General Requirements: 1) Indoors in busy office, working in close proximity to co-workers; 2) Frequently required to work at a fast pace; 3) Requires considerable concentration and creativity; 4) Some weekend and evening work required; 5) Some travel required.