Executive Assistant

Role: Executive Assistant

Location: Philadelphia

Neighborhood: Center City

Job Type: Full-Time, Hybrid and Contract to Hire

Pay Rate: $25-27/hour

Internal Job ID:

An Addison Group client is looking for an Executive Assistant for their Center City office!

Job Responsibilities:

• Serve as a major staff assistant to the VP, Operations & Data (VP); bring to their attentions matters of a non-routine nature affecting department/unit’s program, policies, and/or procedures.
• Serve in a coordinating and recording capacity in inter-departmental meetings and conferences.
• Maintain and schedule the VP’s time, work, and appointment schedule; coordinate meetings with appropriate people to ensure effective meetings with a minimum of other office disruption and rescheduling.
• Maintain shared Operations & Data calendars denoting out-of-office time and hybrid in-office/remote schedule for staff members.
• Coordinate travel and hotel accommodations for out-of-town conferences and other events attended by Operations & Data staff.
• Process all invoices and credit card payments related to Operations & Data expenses, including completing VP’s Amex reports.
• Assist in the drafting, formatting, proofing, of written presentations of the department’s programs and other endeavors (funding applications, etc.).
• Direct services such as maintenance, repairs, supplies, mail and similar routine support activities as appropriate to ensure they operate in a clean, efficient and effective manner; maintain vendor records and relationships
• Assist with event planning and quote requests/comparisons as related to programmatic activities.
• Review, sort and classify correspondence and answer those which are within the delegated authority areas.
• May assist the VP in the preparation of strategic plans, budgets, time-and-attendance records, terminations, new hires, transfers, records of performance data, confidential reports, and similar activities in support of the office as directed.
• Assist in the administration of board meetings, in person or via conference call, by providing support in creating and presenting the slide deck and other meeting materials as needed.
• Manage three Board committees’ quarterly meetings, including coordinating dates, managing guest lists and invitations, administrating the meetings in person or remotely, and creating and distributing agendas, notes, and slide decks.
• Communicate orally and in writing in a timely manner with Board committee members. Transmit official materials and provide clear communication on logistical matters.
• Maintain a clear record of follow up items from Board committee meetings.
• Prepare and/or serve as coordinator in the preparation of special reports affecting major aspects of the department’s operations, program or policy.
• Provide back-up support to the front desk as requested.
• Provide support with organization-wide or cross-departmental projects, including project-managing as necessary (i.e. Shared drive reorganization project).
• Perform other job-related duties as assigned.

Requirements:

• Bachelor’s Degree preferred
• Thorough knowledge of the administrative process and ability to prepare and present comprehensive written and oral reports
• Excellent oral, written and interpersonal skills
• Proficient in the sure of personal computers and Microsoft Office Word, Excel, PowerPoint and Access
• Ability to organize and prioritize work
• Ability to work with very little supervision and use discretion for matters affecting programs, policies, and procedures
• Ability to carry out assignments requiring the obtaining of facts, organization of material, evaluation of data obtained, and preparation of reports based thereon
• Ability to establish and maintain effective working relationships with all levels of Philadelphia Works, Inc. staff, administrative officials and the general public

Why choose Addison Group?

• Pay: We negotiate high salaries using the US Bureau of Labor Statistics.
• Benefits & Bonuses: You are eligible for medical, dental, vision insurance benefits, and 401k.
• Permanent Employment: Many of Addison's job openings lead to potential permanent employment.
• Connections: You connect directly with hiring managers.
• Options: You are presented multiple employment options near your home.
• Professional Development: You are provided hiring process advice, resume revision, and employment term negotiation

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.