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Executive Assistant

4 months ago

Philadelphia, United States Elwyn Full time

***: 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
- 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
- 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
- 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
- Must have current, valid driver's license in state of residence, three (3) years' driving experience in the United