Executive Assistant And Office Manager

The Executive Assistant and Office Manager is an integral part of Team Pennsylvania. We are seeking someone who is incredibly organized and detail-oriented; takes a high level of personal responsibility; is able to strategically prioritize; and is a proactive self-starter with a great attitude. The primary job responsibilities fall into two categories: (1) working closely with the President and CEO and her leadership team in managing a full and dynamic schedule; and (2) managing the office's day-to-day operations so the team can function effectively and efficiently. This role will report directly to the SVP of Administration, although tasks will often be directed by the CEO. 

The salary range for this position is $48,000 to $65,000.

The following focus areas will be key for this role in the coming year:

Executive Assistant

• Supporting and managing complex calendars, including scheduling and coordinating meetings and travel time for the CEO, as well as at times supporting other executive team calendars
• Scheduling, organizing, and coordinating the organization's weekly Senior Management Team, monthly all-staff, and occasional ad-hoc meetings convened by the CEO. This includes the coordination, preparation, and distribution of agendas and materials in a timely fashion, as well as taking, finalizing, and distributing meeting minutes and follow-up actions
• Ensuring that all logistical details are carried out seamlessly for internal and external meetings and events and facilitating smooth communication and collaboration across multiple aspects of the organization
• Booking business travel and actively monitoring for travel disruptions and any travel changes needed 
• Demonstrating utmost professionalism in communication via phone, email, and in-person interactions
• Committing to responsive and timely collaboration with the executive team, staff, and external partners
• Preparing, editing, and formatting correspondence, reports, presentations, and other documents with a high level of accuracy and attention to detail, maintaining confidentiality and adhering to tight deadlines 
• Providing clerical support, including processing invoices and expense reports
• Facilitating and proposing ideas for effective follow up notes, gifts, cards, and awards when needed
• Planning and executing special projects, events, and initiatives as assigned
• Managing confidential and sensitive information with the utmost discretion and professionalism, handling executive-level matters with integrity and maintaining strict confidentiality
• Leading and supporting special projects as needed

Office Manager

• Overseeing day-to-day office operations to ensure efficiency, productivity, and a well-organized work environment
• Proactively identifying and resolving operational and administrative issues, anticipating the needs of the team, and implementing solutions to enhance efficiency and effectiveness
• Serving as the 'Director of First Impressions' by managing the reception desk, phone system, and any guests to the office
• Maintaining office supplies and equipment
• Liaising with building management and being familiar with procedures and contacts for office needs
• Overseeing office maintenance, including repairs, cleaning, and safety/security protocols
• Collaborating with vendors and service providers for facility needs
• Managing security protocols and emergency procedures to ensure the safety of all team members and visitors
• Managing the shared kitchen and catering spaces

Office Move 

As the team grows, we are outgrowing our current office space. We are currently evaluating our options and needs. The potential exists that Team PA will need to move to new space within the next 12-24 months. The Executive Assistant and Office Manager will play a significant role in this special project by:

• Serving on a small internal team working through new office options, including helping to assess space needs, serving as lead point of contact for representatives of prospective locations, and project managing the evaluation process
• Once a location is selected and a timeline for a move is finalized, playing a lead role in managing the move, monitoring and/or overseeing leasehold improvements in new space, and serving as the lead point of contact, 
• Assisting in the purchase of furniture and tracking the move budget

These responsibilities will be in addition to the core Executive Assistant and Office Manager duties.

Requirements

The Executive Assistant and Office Manager is likely to see themselves in the following examples as they are designed to help you determine if this opportunity aligns with your own passion, purpose, skills, and experiences.

You love behind-the-scenes work

• You have a strong attention to detail and love making sure that work is accomplished in a way that is both high quality and efficient
• You have a strong understanding of clerical procedures and systems such as recordkeeping and filing
• You have fun creating efficient systems and procedures for the office

You are an operational ninja

• You excel at organizational, time management, and problem-solving skills, with the ability to prioritize and multitask
• You are a strong communicator both written and oral, from staff to high-level partners (e.g. top management, board leadership)

You are attentive to the needs of in-office staff

• You anticipate the needs of the various stakeholders that visit the office 
• You create a space for all staff to feel productive

You go the extra mile

• You love to go above and beyond 
• You are proactive 
• You are committed to continuous quality improvement 
• You provide outstanding customer service
• You hold yourself to a high standard of excellence
• You have a positive, can-do attitude
• You are resourceful and independent 

Qualifications

• At least 5 years of experience as an Executive Assistant or similar administrative role with significant responsibilities (Required)
• At least 5 years of experience supporting senior executives in a busy, deadline-driven environment 

• Proven ability to work collaboratively as part of a team
• High level of personal responsibility and ownership of tasks and operations
• Ability to exercise sound judgment, make timely decisions, and effectively manage multiple projects, priorities, and deadlines 
• Excellent and versatile oral and written communications skills 
• Demonstrate respect, professionalism, and sound judgment clearly and consistently with all people 
• Exercise high and strict levels of confidentiality and use professional judgment and discretion 
• Proficiency with Microsoft Suite (Word, Excel, PowerPoint), Google Suite, Slack, and other technology tools that advance the portfolio of work (Required)
• Ability to travel to the Harrisburg office 5 days/week. (Required)

Benefits

About Team Pennsylvania

Our Mission: Working together for all Pennsylvanians in public-private partnership, Team Pennsylvania accelerates the commonwealth's long-term economic future. 

Who We Are: A dynamic, non-profit organization, Team Pennsylvania is a statewide entity co-chaired by the Governor and a private sector leader. We are the state's trusted neutral broker and convener, and we couple collaboration with strategic investment of public and private funds to accelerate Pennsylvania's economy. 

We convene Cross-Sector Collaboratives (CSCs) on the most transformative economic opportunities in Pennsylvania: agriculture, energy, and manufacturing, with plans to launch future collaborations in life sciences/biotech and innovation & technology. Each CSC includes the commonwealth's top policymakers and business leaders, as well as leaders of labor, academia, and nonprofits. 

Together, we tackle the issues that no one sector can address alone to position Pennsylvania as a leader among states and a competitor among nations, maximizing impact for the commonwealth while creating equity and economic opportunity for all Pennsylvanians.

Our Core Values are how we show up when we do this important work.

The Opportunity

In June 2022, Team PA's Board of Directors adopted a new strategic plan charting a growth-oriented course. Since then:

• We've increased our reach: Over 300 organizations began participating in our Cross-Sector Collaboratives - from start-ups to Fortune 500s, from R1 universities to community colleges - along with leaders in labor, NGOs, and the public sector in our new mode of Cross-Sector Collaboration. 
• We've begun making an impact: The outputs of our work are slowly but surely leading to outcomes, particularly in energy, agriculture, and manufacturing. With every report, op-ed, and event, we're taking an action-oriented approach to long-term systems change work with our eye on the horizon. 
• We've grown our organization: Since 2022, we're doubled the size of our staff and our operating budget, as well as adopted a new brand identity to match this action-oriented, external-facing new way of working. 

As we continue to build momentum, we also need to build the organizational capacity to achieve our aspirational mission.