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SalaryAbout Philadelphia Works, Inc.
Philadelphia Works (PhilaWorks) is a 501c3 non-profit organization that invests in solutions and services to grow Philadelphia’s economy by connecting employers to workforce talent and career seekers to jobs. We influence the public policies that support economic growth and optimize funding and resources to invest in regional solutions to build a skilled and thriving workforce.
Position Summary
This position is responsible for a wide variety of substantially complex, diversified and confidential issues related to the office of the President and board and committee meetings of Philadelphia Works. This position requires outstanding communication, interpersonal and organization skills, initiative, self- motivation, sound judgment, discretion, commitment to providing professional, customer-focused service and the ability to work autonomously with little or no supervision. This position also provides support to the Compliance Officer.
Essential Functions
Executive Assistant
1. Serve as assistant to the President & CEO; bring to their attention matters of a non-routine nature affecting department/business unit/organization, policies, and/or procedures.
2. Manage the calendar of the President & CEO by planning, coordinating and ensuring the CEO’s schedule is followed and respected. Heavy and complex calendaring with daily reprioritization of meetings, including contact and communication with numerous people to coordinate schedules. Seamlessly integrate networking, and private appointments into business calendar.
3. Manage complex and constant changing travel itineraries maximizing CEO’s time for productive schedule of meetings.
4. Coordinate all travel arrangements including preparation of an itinerary, ticketing, and logistical arrangements. Assure that the President & CEO has all required documents, briefing materials and background information needed for all meetings.
5. Ensure that the President & CEO has everything necessary to be effective in meetings; arrive on time and prepared for appointments; and be able to adjust the President and CEO’s schedule in reaction to urgent and unforeseen circumstances.
6. Screen and coordinate correspondence and communication for the President & CEO. Track and follow up on requests. Identify those of the highest priority.
7. Serve as a liaison between the President & CEO and staff project leaders.
8. Provide a bridge for smooth communication between the President’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
9. Follow up on contacts made by the President and support the cultivation of ongoing relationships.
10. Complete expense reports and ensure all required documents are attached.
11. Organize events and functions hosted by the office of the President.
Board
1. Lead the preparation for quarterly Board Meetings, including tracking, monitoring, and following the progress of open action items, drafting the agenda, setting the timetable and owners for board material preparation, producing a final draft of the Board Book and Board meeting presentation slides and producing accurate Board meeting minutes.
2. Collaborate with the Executive Assistants to plan the logistical arrangements for quarterly meetings of the Board and committees; coordinating with vendors and external partners.
3. Plan and oversee the logistical arrangements of meetings of the Board and Board Committee meetings, including logistics, agenda and presentation slides preparation, and administrative support of the meetings including taking minutes, hosting and running the meeting, and preparing notes following the meetings.
4. Schedule board and committee meetings, create the annual board committee calendar, prepare the necessary documents, contact the board members for information as appropriate on behalf of the President and CEO.
5. Work closely with the Compliance Officer in order to ensure compliance to applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format, keeping records of technical terms, submitting letters and necessary forms, placing newspaper notices in alignment with compliance requirements and developing/maintaining an SOP outlining board and committee processes.
6. Take responsibility for the run-of-show of board meetings, coordinate all meeting logistics.
7. Prepare correspondence and reports on behalf of the President and CEO.
8. Provide writing and editing support of narratives, reports, internal and external correspondence and various other documents to support the Compliance Officer.
9. Perform research as requested by the Compliance Officer on various issues.
10. Organize and keep current the shared Board Meetings folder.
11. Perform other job-related duties as assigned.
Requirements:Education/Professional Experience
Bachelor’s Degree from an accredited college (preferred) and 3 years as an Executive Assistant, preferably with experience supporting multiple department management staff. Or any combination of education and experience determined to be acceptable.
Skills & Qualifications
- Proficient in the use of MS Office package: MS Word, Excel, PowerPoint, and Outlook
- Proficient in the use of video conferencing platforms (Zoom, Teams, etc.) and experience successfully administrating virtual and hybrid meetings
- Must be organized, efficient, and self-directing in a multi-task environment
- Ability to maintain a realistic balance among multiple priorities
- Exceptional interpersonal, speaking, and writing skills
- Excellent calendar management skills
- Ability to deal effectively with public and governmental agencies
- Must be flexible and able to react to change positively and effectively
- Ability to handle confidential information with discretion
- Ability to work independently with very little supervision and exercise good judgment
- Ability to work with all levels of staff within Philadelphia Works; ability to make decisions about the distribution of projects and/or tasks emanating from the Executive Business Unit
What We Offer
Philadelphia Works offers qualifying full-time employees with a competitive benefits program including medical, dental, vision, 401(k), tuition assistance, life insurance, and disability. We also offer company-paid vacation, personal and sick leave days.
Equal Opportunity Employer
Philadelphia Works is an equal opportunity employer and complies with all laws prohibiting discrimination based on race, color, national origin, ancestry, religion, sex (including sexual orientation, transgender status, and gender identity or expression), pregnancy (including childbirth, lactation, and related medical conditions), physical or mental disability, genetic information (including testing and characteristics), veteran status, sexual preference, political affiliation, or any other basis protected by federal, state or local laws, in all matters pertaining to recruitment, selection, compensation, training, advancement and promotion, retention, discipline, and termination.
