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Executive Assistant

4 hours ago

Pittsburgh, Pennsylvania, United States Crisis Center North Full time

Title:

Executive Assistant

Reports To:

President/CEO

Status:

Non-exempt

General Summary:

To function within the framework of the philosophy, mission, and policies of CCN. To enhance the overall efficiency and productivity of the President/CEO by providing clerical and administrative support to the President/CEO and associated projects of the Executive office.

Knowledge, Skills, and Abilities:

The incumbent must have a sound knowledge of office procedures and strong computer and technical skills (Microsoft Office). Solid written and oral communication skills as well as public presentation skills are necessary. Advanced organization skills and ability to manage deadlines are also necessary. They must also have an ability to communicate the principles of victim advocacy, a commitment to the empowerment philosophy of the domestic violence movement and complete the PCADV state approved domestic violence training. Must be able to make independent decisions on a daily basis, addressing the best way to handle specific tasks. Must be able to maintain discretion and confidence when dealing with confidential or privileged information.

Essential Functions:

1. Provide agency support to the President/CEO or designated areas as determined by the Director.

  • See that all mail is mailed at the end of the day; circulate in-house material; and assist with bulk mailings.
  • Assist in the implementation of organizational activities and events.
  • Assist in preparing materials for meetings of the board of directors and filing meeting minutes.
  • Assist in maintaining files for the organization.
  • Handle routine correspondence.
  • Photocopy materials for staff.

G. Type and file meeting minutes as requested.

  • Provide clerical and administrative support to President/CEO.
  • Prepare Center in a welcoming manner for gatherings (meetings, one-one one donor meetings, etc.).
  • Prepare PowerPoint presentations for the Executive's public speaking events, as required.
  • Schedule and coordinate staff and other meetings.
  • Prepare communications, such as memos, emails, invoices, reports, and other correspondence.
  • Create and maintain filing systems, both electronic and physical.

2. Coordinates office operations

A. Manage payroll processing bi-weekly.

B. Maintain staff personnel files for compliance with PCADV Standards and applicable HR best practice.

C. Order agency supplies, managing Slack Supply Channel.

D. Maintain the currency of the Operations Manual; ensure accuracy and consistency with policy and procedure filings.

E. Manage agency phone, security, and copy/fax systems, monitoring service performance, and addressing any issues to ensure smooth and efficient operation.

3. Facility Management

A. Coordinate with and manage relationships with external service providers, such as cleaning services, contractors, and building maintenance.

B. Establish and manage a system for employees to report maintenance issues. Ensure that requests are addressed promptly and track their resolution.

C. Establish a regular schedule for watering and feeding plants.

4. Development and Cocktails & Cuisines Duties

A. Coordinate with the development team to create social media graphics and flyers for items including prevention/awareness and fundraising initiatives.

B. Create and schedule social media posts related to C&C for Facebook, Instagram, and other identified social media platforms to promote the event. Specific topics, strategies, and timings will be discussed with the C&C Committee.

C. Provide social media samples to staff and board for them to use in promoting C&C to drive attendance.

D. Identify potential social media influencers for C&C committee outreach.

E. Create social media posts post-event to highlight successes of the evening to post.

F. Create the event slideshow video featuring sponsors; event agenda; menu; etc. to be played live during the event.

5. Participate as a team member

  • Attend required staff meetings, training sessions, and provide report outs to designated

program areas as necessary.

  • Offer support and assistance to peer staff members.
  • Adhere to CCN Confidentiality Policy.
  • Maintain a professional manner at all times.
  • Serve on CCN's crisis hotline.
  • Maintain strict confidence regarding sensitive or privileged materials and information.
  • Collaborate with other administrators and other support personnel, management, and clients on a regular basis.
  • Keep self and others organized and appropriately prioritize tasks.
  • Proficient in a variety of writing styles, including business and instructional styles.
  • Assume other duties as required.

Education and Experience:

High School diploma or equivalent. A minimum of one year office experience is desirable.

Clearance Requirements:

a. Criminal Record Check

b. PA Child Abuse History Clearance

c. FBI Clearance

Hours:

40 hours a week or as required.

Job Type: Full-time

Pay: $43, $48,500.00 per year

Benefits:

  • 401(k)
  • Dental insurance
  • Flexible schedule
  • Paid time off

Ability to Relocate:

  • Pittsburgh, PA 15237: Relocate before starting work (Required)

Work Location: In person