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Executive Assistant

Executive Assistant

Philadelphia FightPhiladelphia, PA, USA
3 days ago
Job type
  • Full-time
  • Quick Apply
Job description

Philadelphia FIGHT is now looking for an experienced Executive Assistant . The Executive Assistant serves as a key administrative and communications partner to the Chief Executive Officer and the Board of Directors and supports FIGHT's CEO through a combination of project management, writing and editing, research, and high level administrative and relationship support functions. The Executive Assistant is responsible for managing CEO's calendar and correspondence, coordinating special projects, preparing briefing materials, and serving as a liaison between the CEO, their direct reports, and external stakeholders including board members, senior government officials, peer organizations, funders, and community / advocacy groups. The position requires a candidate to have strong organizational skills, professionalism, high emotional intelligence, discretion, and seasoned experience working successfully and independently in a similar role, in a fast-paced environment.

About the Role :

  • Schedule : Full-time, Monday - Friday (9 : 00 - 5 : 00 PM).
  • Location : Philadelphia FIGHT Community Health Centers, 1233 Locust Street, 3rd Floor, Philadelphia, PA 19107
  • Compensation & Benefits :

FSLA exempt with annual salary of $70,000 - $80,000.00 per year

  • 3 weeks of PTO annually + 11 paid holidays
  • 403(b) plan with company matching
  • Medical, dental, vision, and life insurance
  • FSA for medical, dependent care and transportation expenses
  • Discounted education options with partnered institution Pierce College

    • Responsibilities :

  • Serves as a liaison between the CEO and internal and external stakeholders, including but not limited to board members, senior representatives of state, local or federal government agencies, peer organizations, funders, and community / advocacy groups.
  • Maintains and manages the CEO's complex calendar and schedule; coordinates regular and special meetings (including Board Meetings), including logistics and materials distribution (physical and digital), and dietary planning.
  • Attends all Board meetings (and other meetings as required), prepares and maintains certified minutes, and facilitates stipends for Director attendance.
  • Provides administrative support on policy and operational matters, helps advise on potential solutions, and at times may act as a sounding board in developing and implementing new policies.
  • Creates and maintains files, reviews drafts and finished documents for accuracy and grammar, including documents of a sensitive or confidential nature.
  • Researches and prepares materials, briefings, talking points, speech drafts, presentations and proposals on a variety of matters for key internal or external audiences.
  • Handles sensitive and confidential matters with a high degree of professionalism, tact, and diplomacy.
  • Keeps abreast of CEO's immediate and long-term commitments and plans; identifies conflicts, flags problems for intervention and corrects course as appropriate.
  • Serves as primary point of contact for all Board communication; assists with travel arrangements as needed.
  • Manages internal and external special projects in coordination with other departments and / or organizations on behalf of the CEO.
  • Supports the CEO with following-up with departments collecting documents and ensure departments are meeting KPI's established as part of FIGHT's strategic planning process.
  • Schedules, prepares materials and notes, and ensures follow-up for various stakeholder meetings including staff, Board or other meetings.
  • Serves as a gatekeeper to manage the flow of information and access to the CEO.
  • Greets and directs visitors (virtual or in-person); answers and screens phone calls.
  • Participates in meetings, taskforces and workgroups both internally and externally on behalf of the CEO.
  • Compiles and submits documentation for HRSA's FTCA recertification and Volunteer Health Professional applications via EHB.
  • Assists program directors with local, state, and foundation grant proposals and related documentation.
  • Prepares components of grant submissions and maintain required records for financial audits.
  • Conducts administrative duties for the CEO, including reviewing printed mail and e-mail, arranging travel, etc.
  • Staffs the CEO at events as needed.
  • Other duties as assigned to fulfill FIGHT's mission.

    • Requirements :

  • Bachelor's degree in Business Administration or related field required.
  • At least 5 years' experience providing similar support to executive-level individual or team.
  • Must possess basic computer skills to perform job duties including desktop computing, e-mail, time sheet management, reporting, internet research, etc. using relevant software.
  • Advanced knowledge of Microsoft Office Suite, including Microsoft Outlook, Word, Excel, and PowerPoint required.
  • Proficiency in social media platforms, Canva, Google Workspace and other relevant software preferred.
  • Strong project management experience with a demonstrated track record.
  • Must be able to work under pressure and manage multiple projects while meeting deadlines and maintaining a positive attitude.
  • Strong organizational skills with the ability to manage multiple priorities under tight deadlines.
  • Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.
  • Strong skillsets in interpersonal relationships and teamwork, attention to detail, customer service, time management, autonomy and problem solving.
  • Demonstrated experience in Board relations, marketing, or development work preferred.
  • Excellent communication skills (both written and verbal). Ability to exercise diplomacy, gather information from others, make inquiries and synthesize information.
  • Discretion, integrity, initiative, and capacity to maintain confidential information professionally.
  • Must be open to feedback and professional development.
  • Capable of "managing up" to ensure deadlines are met and priorities kept.
  • Must possess a valid Driver's License and automobile insurance, or equivalent ability to travel to and from work and within the entire bounds of Philadelphia County.

    • Physical Demands :

    While performing the duties of this job, the employee is required to :

  • Sit at a desk with ergonomically appropriate equipment.
  • Lift up to 25 lbs.
  • Ability to maintain regular, punctual attendance and be available for flexible work schedule, including evenings and / or overtime as needed.
  • Must be able to travel within the community that may not be handicap accessible : walking and / or drive agency vehicles, depending on the needs of the program. Ability to use public transportation, move around inner-city neighborhoods daily, including in inclement weather, carry computer equipment, and ascend / descend stairs carrying computer equipment. Must be able to travel to all sites supported, and FIGHT's main offices as needed.
  • Ability to safely and successfully perform the essential job functions consistent with ADA, FMLA and other federal state and local standards, including meeting qualitative and / or quantitative productivity standards.
  • Frequent talking and listening. Must be able to talk, listen and speak clearly and accurately; significant phone work is required.

    • FIGHT is an EEO, Affirmative Action, LGBTQ, people living with HIV / AIDS, and protected veterans' institution. We are dedicated to recruiting, hiring, and retaining employees from many backgrounds. Reasonable accommodation will be made to enable individuals with disabilities to perform their essential job duties.

    FIGHT recognizes that an inclusive workforce with a variety of views, perspectives, and backgrounds is an integral part in our organizational success. We encourage and embrace a diverse workforce that provides us with unlimited ideas and innovative solutions.

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