Executive Administrative Assistant

ABOUT PATH INC.

PATH (People Acting to Help) Inc. is a comprehensive Community Behavioral Health and Intellectual Disability Center. We offer a wide of array of services and supports to meet the needs of our community in Northeast Philadelphia. PATH regularly achieves the highest levels of accreditation including a 5 Star Provider Rating by CBH, Philadelphia’s Managed Care Entity, and recognition and awards related to our high-quality, innovative programs and staff accomplishments and contributions.

Our Mission? To Help Individuals Achieve a More Independent and Fulfilling Life.

We are seeking a highly motivated and experienced individual to serve as the Executive Administrative Assistant to the CEO and Board of Directors. The ideal candidate will provide specialized clerical, administrative, and secretarial support services to executive and/or financial executive who manage sensitive and/or confidential information and decisions. Your primary job duties will include, but are not limited to, completing the minutes for board meetings, Executive meetings and management meetings, scheduling appointments, taking phone calls, maintaining and updating President and CEO files and calendars. The ideal candidate will be efficient and well-spoken with experience as a secretary using all programs in the Microsoft Office Suite. If you are customer service oriented, computer-savy and can multitask, we’d like to meet you!

QUALIFICATIONS:

• High School Graduate or GED.
• 3 years increasingly responsible secretarial experience.
• Proficient in Microsoft Office Programs.
• Able to type at least 45 words per minute.
• Accurate typist, shorthand or speedwriting skills preferred.
• Valid Driver's License and use of personal vehicle required.
• Responsible, dependable individual with the ability to work in a fast-paced office environment with multiple priorities.
• Must be able to work independently with minimal supervision and be a team player.
• COVID-19 vaccination, or willingness to receive vaccine required.
  
  

SPECIFIC DUTIES:

• Provide administrative/secretarial support to the Executive Office and Board of Directors.
• Answer telephones and act as receptionist for the Executive Office.
• Upon arrival, retrieve work from CEO's Out Box and File Box. Review and prioritize this work as directed by CEO’s notations. Complete “Priority” work first. Complete other typing, distribution and scanning/copying work the same day as received unless otherwise noted by CEO or Office Manager. Continue to monitor CEO’s office throughout the day for any new work.
• File all CEO’s TIC, Executive Staff Supervision, Board of Directors’ Filing, Licenses and Budget Book information daily in appropriate folders/binders.
• Maintain a daily tickler file for the President/CEO and the Executive Office.
• Manage all incoming mail for the Executive Office on a daily basis. Retrieve, open, sort, date-stamp, prioritize and distribute all mail. Notify CEO, COO and/or Office Manager of anything seeming particularly important.
• Check/maintain paper supply for all office equipment (printer, fax, etc.) on a daily basis. Distribute faxes when received. Check printer and fax machine for any error messages. Attempt to resolve any minor issues (paper jams, etc.) and contact the Help Desk, if necessary, for additional assistance. Notify Office Manager or COO of any unresolved issues.
• Manage an Electronic Filing System for President/CEO, COO and Executive Office for all documents and email correspondence as requested.
• Type correspondence, reports, proposals, tables, charts, etc. for Executive Office in the designated format and in a timely fashion. Proof-read and spell check all work. Provide drafts of all typed documents to Office Manager for review and revise as directed.
• Assist with any special projects (scanning, copying, mailing preparations, miscellaneous tying, etc.) as requested.
• Two weeks prior to the date of the monthly Board Mailing, request reports from responsible departments via email. Hold these reports which will later be copied and incorporated into the Board Mailing.
• In accordance with the Clinical Committee Meeting schedule, follow-up with Clinical Directors to ensure draft agendas and minutes/reports are submitted in a timely fashion for the CEO’s review. Notify the Clinical Directors of any revisions requested by the CEO. Once revisions are made, re-submit documents to the CEO. After final approval by CEO, assemble (1) draft Clinical Committee mailing packet for Office Manager’s review. Once approved by Office Manager, hold this packet for incorporation into the Board Mailing.
• Complete all typing required for the Administrative Committee Meetings and Board of Directors’ Meetings (Administrative Committee Minutes and Reports, Board Meeting Minutes, Agendas, Board Actions, Calendars, Lists of Important Board Dates, etc.). Provide draft copies to Office Manager for review and make necessary revisions. Once approved by Office Manager, these drafts will then be submitted to CEO and/or COO for final approval.
• Other duties as assigned.

PHYSICAL DEMANDS:

Minimal in nature.