Executive Administrative Assistant

1 week ago

Huntingdon Valley, United States USA Jobs Full time

Administrative Assistant Immediate start. We are seeking a highly organized and detail-oriented administrative assistant to provide top-level administrative support to organizational leaders, including executives and directors. This contract position, based in Bryn Athyn, Pennsylvania, is ideal for someone who excels at calendar management, meeting coordination, report preparation, and office operations, and who consistently demonstrates effective communication with stakeholders across the organization. The role is essential to ensuring smooth office processes and supporting the achievement of wider organizational objectives. Responsibilities: Manage executive calendars by scheduling appointments, meetings, and events, ensuring seamless coordination for all involved parties. Prepare and distribute materials for board and leadership meetings, including notices, agendas, and reports. Organize committee meetings, record minutes, and maintain accurate records for various teams and working groups. Handle internal and external correspondence, delivering clear and timely communication to staff and stakeholders. Monitor office budgets, process expense reimbursements, and allocate expenses to proper accounts. Coordinate travel arrangements and itineraries for senior staff members as needed. Perform general administrative tasks such as ordering supplies, maintaining files, and overseeing the function of office equipment. Serve as a point of contact for executives, supporting requests for information and providing necessary documentation. Coordinate use of office facilities and employee events, including building maintenance and staff gatherings. Ensure accurate record-keeping and produce reports for organizational assessment and decision-making needs. Qualifications: Proven experience supporting senior management or executive leadership. Exceptional organizational, communication, and time management skills. Solid understanding of office management, record keeping, and meeting facilitation. Proficient in common office software and collaboration tools. Ability to manage multiple priorities and maintain confidentiality. Requirements: Bachelor's degree or equivalent experience, with 5-7 years of administrative support experience. Proven ability to manage executive calendars and coordinate complex scheduling needs. Strong proficiency in Microsoft Office Suite and Microsoft Teams for document creation and communication. Excellent organizational skills with a keen attention to detail and accuracy. Demonstrated ability to handle confidential information with discretion and a detail-oriented approach. Adept at managing budgets, expense reporting, and basic bookkeeping tasks. Strong written and verbal communication skills for correspondence and report preparation. Previous experience in a non-profit or religious organization is preferred.

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