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Executive Office Coordinator

2 months ago

Philadelphia, Pennsylvania, United States Schultz & Williams Full time
About the Role

Schultz & Williams, a leading provider of comprehensive services to nonprofits, is seeking a highly skilled Executive Office Assistant to join our team in Center City Philadelphia.

This is a hybrid position, with the expectation of 3-4 days a week spent in our office. As an Executive Office Assistant, you will serve as a liaison between internal departments and be responsible for all office management duties.

Key Responsibilities
  • Executive Support: Provide administrative support to the President and Executive Team, including managing calendars, travel arrangements, and appointment setting.
  • Meeting Coordination: Schedule meetings, develop agendas, secure meeting spaces, and oversee follow-up communication or next steps.
  • Project Support: Work on various special projects and initiatives with members of the executive team as needed, including preparing meeting materials, conducting research, and preparing documents and presentations.
  • Administrative Tasks: Manage timesheets and reports, keep track of office supplies, place orders, and maintain stock.
  • Communication: Manage phone calls, incoming/outgoing mail, and email correspondence for the front office.
  • Client Support: Coordinate client project activities with appropriate staff, including scanning and filing materials.
  • Database Management: Maintain and update sales/project management databases.
  • General Office Duties: Maintain kitchen cleanliness and perform other duties as assigned.
Requirements
  • Bachelor's degree or equivalent experience.
  • 3+ years of experience providing administrative assistance in a professional work environment.
  • Executive administrative experience preferred.
  • Extensive knowledge of Microsoft 365 Suite, Windows OS, Outlook, Zoom, and Adobe Acrobat DC.
  • Notary Certification, or willingness to become a certified Notary (company paid).
  • Experience with electronic mailing systems, such as Pitney Bowes.
About Us

Schultz & Williams is committed to equitable practices in hiring and welcomes diverse backgrounds and perspectives to our team.