Executive Assistant

Organization: 
Urban Affairs Coalition
Division / Program: 
SELF
Position Details
Program Summary: 

Self, Inc. is a non-profit organization that has been providing services to some of Philadelphia’s most vulnerable communities for over 30 years. We offer a broad range of essential housing, social service, drug and alcohol treatment, vocational, and employment programs with the goal of supporting individuals achieve self-sufficiency and sustain healthier lives (or improve their quality of life).  We provide these services to more than 7,000 individuals within the Philadelphia area.

Our mission is to motivate, empower, and inspire individuals to live their best lives. With compassion at its core, our approach uses best practices and evidence-based programming to pave the way for personal and community transformation.

Position Summary: 

The Executive Assistant to the President and Chief Operating Officer (COO) is an administrative position with executive level responsibilities to assist with the transformational goals of SELF, Inc. through high-level communication, organizing, research and issue management skills.  The Executive Assistant to the President will ensure that approved organizational procedures, protocols, benchmarks and reporting metrics are followed, implemented and evaluated according to SELF’s general operational and programmatic standards and according to the organization’s funders and reported to the President and Chief Operating Officer.

Given the changing nature of the executive landscape, we rely on our assistants for flexibility and foresight, while maintaining confidences related to high-level systems and operations.

Reports To: 
President and Chief Operating Officer
Hours: 
Typically, 9 AM - 5 PM (Varies According to Organizational Needs)
Key Duties & Responsibilities: 
  • With a primary responsibility of supporting the COO, provide support to the executive team as directed to help ensure that company goals and objectives are accomplished, and operations run efficiently
  • Maintain and refine internal processes that support high-ranking executives company-wide, coordinating internal and external resources to expedite workflow
  • Manage communication between upper management and employees, liaising with internal and external executives on various projects and tasks
  • Help plan and orchestrate work to ensure the senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld
  • Managing complex professional and personal scheduling for COO, including agendas, mail, email, calls, travel arrangements, client management, and other company logistics, compiling documents for appointments and meetings
  • Assist the COO and his designees with data collection and the preparation of strategic plans, annual reports, confidential reports, as directed
  • Provide effective, accurate, and coordinated communication on behalf of the COO with City department personnel, partners, team members, and other stakeholders.
  • Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior executives
  • Manage, coordinate, and arrange senior executives’ travel and travel-related activities, including hotel booking, transportation, meal coordination and itineraries
  • Keep, maintain, and track COO expenses and related records and reports
  • Drafts and distribute minutes to record board and committee meetings in a timely manner
  • Perform administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contact database
  • Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
  • Organize team communications and plan events, both internally and offsite
  • Make recommendations for improvement
  • Assist with creating training materials and operating manuals
  • Other relative duties and assignments as required
Education, Knowledge, Skills & Abilities: 

Training and Education

  • High school diploma/GED required
  • Bachelor’s degree preferred
  • At least three (3) years’ experience as an executive assistant, personal assistant or similar role reporting to upper management
  • Proficiency in database management
  • Proficiency in MS Office Suite
  • Familiarity Social media platforms (LinkedIn, Facebook, etc.)

Qualifications

  •  A self-starter able to:

- work independently and proactively

-  set and achieve goals

- function in a fast-paced environment

  •  
    • Detail oriented and the ability to consistently identify and correct challenges and mistakes relative to administrative, operational, programming, participant experiences
    • Outstanding organizational and time management skills
    • Experience with administrative application and office gadgets (e.g. e-calendars, copy machines, etc.)
    • Familiar with technical solutions and platforms used to streamline and improve administrative functions
    • Excellent decision-making skills
    • Excellent analytical and problem-solving skills
    • Excellent verbal and written communication, presentation and organizational skills
    • Excellent data collection and analysis skills
    • Excellent computer literacy and research skills
    • Excellent time-management skills and the ability to organize and coordinate multiple projects at once
    • Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems
    • Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
    • Ability to keep organizational confidences
    • Must possess the ability to communicate effectively with a wide range of constituencies at all levels, react quickly and appropriately in an emergency, and a commitment to customer service orientation
    • Experience developing internal processes and filing systems
    • Calm Under Pressure. Tech Prowess. Ruthless Prioritization. Ironclad Discretion. Strategic Multi-Tasking. Emotional Intelligence. Speed and Decisiveness. Networking. Analytics Skills.
Contact Info
Contact Info: 
Forward cover letter and resume to careers@uac.org with "SELF Executive Assist" in the subject line.