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 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