Executive Assistant

Position Summary

The Executive Assistant (EA) is a key member of the ACHIEVEability team, directly supporting the Executive Director (ED) and leadership team to ensure the efficient operation of the organization. This role involves advanced administrative and organizational tasks, acting as a liaison with vendors and stakeholders, and supporting the mission to foster equitable growth in West Philadelphia. The EA must possess strong initiative, adaptability, and the ability to manage multiple responsibilities with exceptional attention to detail.

Essential Duties & Responsibilities

Executive Director Support

• Serve as the primary point of contact for the ED, facilitating effective communication and operations.
• Proactively manage the ED’s calendar, schedule, and travel arrangements while ensuring efficient time management.
• Handle confidential correspondence and inquiries with discretion, including drafting, proofreading, and screening communications.
• Coordinate and prepare for Board meetings and retreats, including agenda development and material preparation.
• Support the ED’s social media presence, with an emphasis on professional platforms like LinkedIn.
• Develop and manage visual presentations and reports using Word, Excel, and PowerPoint.

Vendor and Liaison Responsibilities

·         Act as the primary liaison for vendors, ensuring timely coordination and communication.

·         Facilitate vendor requests and maintain accurate and timely invoicing for ACHIEVEability vendors.

Administrative Operations

·         Manage and update organizational contacts and databases, ensuring accuracy and accessibility.

·         Oversee office supplies, inventory, and branded materials, including conducting regular inventories and placing orders.

·         Coordinate in-office meetings, ensuring proper setup of technology, preparation of materials, and note-taking.

·         Maintain conference room and meeting space schedules, ensuring availability and optimal functionality.

Specialized Support

·         Manage contract invoices using advanced Excel skills, including linking data across multiple documents to ensure accuracy.

·         Schedule and facilitate meetings with external partners, adhering to guidelines for location, timing, and preparation.

·         Perform routine checks and maintenance of office equipment (e.g., printers, copiers) and coordinate repairs as necessary.

·         Conduct weekly check deposits, ensuring compliance with organizational protocols.

Project and Program Coordination

·         Support special programs like the 60th Street Strong Gun Violence Prevention Program, including procuring supplies and maintaining expense logs.

·         Prepare and execute materials for organizational events, staff onboarding, and employee recognition activities.

Qualifications

Education & Experience

·         Bachelor’s degree preferred; equivalent work experience considered.

·         Minimum of 3 years in a nonprofit, social services, or administrative role.

·         Strong understanding of social services and the Philadelphia area is a plus.

Skills & Attributes

·         Proficiency in MS Office Suite, particularly Excel, with the ability to manage complex data systems.

·         Exceptional written and verbal communication skills with attention to detail.

·         Self-aware, action-oriented, and able to exercise good judgment in decision-making.

·         Demonstrates persistence, patience, and resilience in challenging situations.

·         Thrives in both independent and team-oriented environments.

·         Strong interpersonal skills, with the ability to interact professionally with diverse stakeholders.

·         Comfortable working in urban settings with occasional flexible hours.

·         Valid driver’s license and reliable transportation are required.

Key Competencies

·         Situational adaptability and ability to navigate ambiguity.

·         Resourceful and proactive problem-solver.

·         Strong alignment with ACHIEVEability’s core values of grit, community focus, and transformation.

Compensation

This is a non-exempt position offering a competitive salary based on experience. ACHIEVEability also provides a comprehensive benefits package, including health insurance, paid time off, and professional development opportunities. Salary range is $55,000 - $60,000 based on experience.

Equal Employment Opportunity Statement

ACHIEVEability is committed to building a diverse team and fostering an inclusive environment. We are proud to be an equal opportunity employer and encourage candidates from all backgrounds to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.