Executive Assistant
Ben Franklin Technology Partners of Southeastern Pennsylvania - Philadelphia, PA

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Non-Profit organization seeks a full-time Executive Assistant

Classification: Exempt

Reports to: President & CEO

Position Summary:

The Executive Assistant is a prestigious position for a goal oriented individual who is eager to learn and assist the President & CEO of a non profit organization. The ideal candidate for this role will be mature, polished, dynamic, and personable with a high degree of organization and should have excellent communication skills (verbal and written). Must have advanced Word and Excel skills as well as a minimum of 5 years of Executive Assistant experience. This employer is looking for candidates who seek job stability and longevity.

Overview:

As the "front line" for the President & CEO, this position is vital to the Office of the President & CEO. The Executive Assistant is required to use sound judgment, demonstrate the ability to multi-task and work independently with little supervision. The Executive Assistant possesses a high degree of discretion in the daily performance of diverse secretarial and administrative duties, often of a confidential nature, in support of the President & CEO, Board members, and Senior Level Management.

Essential Functions and Responsibilities:

  • Oversee, organize, and assist with special projects and assignments involving the President, Board members, and Senior Level Management.
  • Coordinate and arrange management, Board Committee, and Board meetings.
  • Prepare Board Committee and full Board meeting agendas, resolutions and other meeting related documents. Record meeting minutes and finalize for management, and Board approval. Reserve and prepare facilities, make arrangements for refreshments, and distribute meeting materials in a timely fashion.
  • In conjunction with the President & CEO, manage the meeting calendar, schedule and reconfirm meetings, prepare and gather appropriate meeting materials, insure necessary participants are notified and have appropriate briefing materials. Also, prioritize tickler file, coordinate travel arrangements, and prepare expense reports.
  • Handle all correspondence, mail, and general inquiries (telephone, e mail, regular mail) for the Office of the President & CEO. Using independent judgment, gather the appropriate information necessary to prepare draft responses and reports to the inquiries received and/or appropriately route the inquiry to the appropriate staff member.
  • Prepare outgoing mail and correspondence. Assist with the preparation of proposals, drafts, legal documents, progress reports.
  • Help manage the work calendar by tracking open items and work tasks assigned by the President & CEO to other staff members to help insure timely action. Insure open items are compiled and updated for periodic meetings of Senior Level Management.
  • Work with the President & CEO to insure timely attention to work items and issues that come to that office both from other members of staff and from external sources.
  • Maintain and update Corporate Record file, including compiling and copying documents required by regulatory agencies. Keep official documents and prepare appropriate reports, as determined by state guidelines.
  • Maintain and update Corporate Board Manual; Board member term records; and insure that updated materials are provided on a timely basis. Maintain Board and Committee attendance records and produce periodic reports.
  • Organize and maintain the President & CEO's data-based address and reference lists and filing system.
  • Attend staff meetings, seminars, board retreats and other activities as requested.
  • Perform other job-related duties and special projects as assigned.

Skills/Qualification Requirements

Technical:

  • Proficiency in Microsoft Work, Excel, PowerPoint, or similar software, and able to access computer networks.
  • Type 60-65 wpm.
  • Proficiency in taking meeting notes is a must
  • Functional knowledge of general office methods, practices, procedures, and organizational skills.
  • Possess excellent grammar, punctuation and spelling skills is a must

Analytical:

  • Ability to work independently with strong organization skills.
  • Ability to handle multiple tasks, set priorities, detail oriented, adheres to deadlines and adjusts to meet changing priorities.
  • Ability to identify and resolve problems in a timely manner. Gathers and analyzes information skillfully and maintains confidentiality.

Communication:

  • Maintain the highest professional standards in all written and oral communications. Must speak clearly and persuasively in positive or negative situations and demonstrates group presentation skills.
  • Interact professionally with Board members, volunteers, clients, vendors, the general public and colleagues.
  • Must have a high level of interpersonal skills to handle sensitive and confidential situations. This position requires demonstrated poise, tact and diplomacy.

Other Qualifications:

  • Bachelor's degree. Willing to substitute experience for degree
  • Five-seven years secretarial and/or administrative experience at the executive level.
  • Willing to work extra hours as needed in order to complete various assignments on time.
  • Requires maturity and confidentiality, a professional appearance, demeanor, excellent diplomatic skills and interpersonal skills.
  • Flexible and willing to perform other duties as needed to ensure smooth overall operations of the President & CEO office.
  • Ability to plan and organize work activities and use time efficiently. Adaptability to changes in the work environment manages demands and is able to deal with frequent change, delays or unexpected events.
  • Attention to detail, a good attitude, the ability to work in a fast-paced environment are key characteristics for this position.

Compensation:

  • Competitive salary and benefits.

Interested candidates must meet all requirements/qualification to apply. Please submit a cover letter and resume. For additional information about BFTP/SEP, please visit: www.sep.benfranklin.org


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