Search

briefcase icon
Job

Executive Assistant to the General Secretary

Posted by
New
|
Published 22 days ago

Status: Full-Time, Exempt

Location: Philadelphia, PA

Application Deadline: Applications will be reviewed on a rolling basis. 

 

For consideration, please attach your Cover Letter and Resume to the online application in addition to answering the Application Questions 

SUMMARY OF THE DEPARTMENT: The General Secretary’s Office (GSO) provides general leadership and administrative oversight for the entire AFSC, which includes the central office, and U.S. and international offices abroad. GSO provides staff support to the Corporation, the Board of Directors, and some standing committees of the Board. 

SUMMARY OF PRINCIPAL RESPONSIBILITIES: Responsible for managing the General Secretary’s Office, including providing general executive administrative support to the General Secretary (GS) and Deputy General Secretary (DGS); accomplishing general duties of office management and of meeting support and planning for GSO. Responsible for other administrative duties in support of the General Secretary’s Office as needed. 

ESSENTIAL FUNCTIONS/RESPONSIBILITIES: The key responsibilities of the Executive Assistant to the General Secretary include the following:

General

1. Provide a broad variety of executive administrative support and coordination for GS and DGS including scheduling, research, drafting, prioritization, minute taking, preparation and dissemination of presentations and correspondence.

2. Establish a workflow system for the GS and DGS which creates swift, error-free turnaround and follow-up, as well as a workable system for prioritizing engagements.

3. Work closely with the Governance Secretary to streamline Board business and meeting preparation.

Calendar, Travel, and Meeting support

1. Make all travel arrangements; prepare the itinerary, confirm accommodation and transportation, and process travel expenses for General Secretary.

 2. Provide heavy calendar management especially with direct reports, and prioritize internal/external requests and invitations. Troubleshoot conflicts and make judgments and recommendations to ensure smooth day-to-day engagements and balance in GS calendar

3. Provide meeting planning support and follow-up for scheduled Leadership Team meetings and retreats. 

4. Provide calendar, travel and meeting support for General Secretary initiatives, including committees and working groups.

Communication and Documentation

 1. Administer correspondence and manage incoming mail and email of GS bringing urgent matters for attention and keeping a careful follow-up and action priority list.

 2. Invest time in understanding complex internal organizational processes and assist in streamlining follow-up and support.

3. Prepare Leadership Team agendas, keep a tab on outstanding issues, take meeting notes, highlighting action items and track progress and follow-up and post decision minutes in Star Cafe.

 4. Plan ahead and schedule appropriate prep opportunities for GS meetings, and presentations.

5. Assist in producing draft reports and presentations including PowerPoints.

6. Read and summarize documentation received by the GS

 7. Maintain GSO confidential electronic and hard copy files and maintain GSO Star Café intranet pages.

8. Monitor and draft responses to “Questions for GSO” in Star Café. 

9. Receive visitors and phone calls in the GSO. Serve as primary point of contact, provide information and redirect calls as necessary.

Coordination:

1. Lead monthly meetings of central office Administrative Assistants to ensure coordination of AFSC meetings, events, projects and administrative procedures.

2. Maintain the Leadership Team SharePoint site. 

Finance and Budget

 1. Prepare, monitor and reconcile the budget for the GSO using BC ERP system. Prepare I&E financial reports using BC ERP system as needed. Oversee accounting procedures and consult with the General Secretary on budgetary matters.

2. Exercise responsibility for inventory for GSO equipment and maintain all GSO office supplies in sufficient quantities.

3. Prepare, process and track GSO vendor vouchers and check transmittals as needed.

4. Responsible for and serve as primary contact for lodging and food vendors for meetings hosted by GSO. Track logistical costs within the budget and negotiate rates with service providers where needed.

5. Reviews and prepares GS monthly bank credit card reconciliation statement on a timely basis.

6. Prepare, monitor and reconcile the budget for Central Office events and 3rd floor kitchen supplies.

Central Office Management

1. Maintain all central office FOBs in coordination with Friends Center staff. Responsible for FOB inventory and replacements.

MINIMUM QUALIFICATIONS

EDUCATION: Bachelor’s degree or equivalent experience.

EXPERIENCE: Demonstrated executive support experience in using sound office procedures, initiative, and strong critical thinking to provide efficiently organized, anticipatory support of senior management. Supervisory experience required.

OTHER REQUIRED SKILLS AND ABILITIES:

1. Commitment to Quaker values and testimonies. Understanding of and compatibility with the vision, mission, and values of the American Friends Service Committee. 

2. Demonstrated ability to take initiative within established guidelines, exercise sound judgment, and complete work in an environment of changing priorities.

3. Demonstrated ability to produce accurate and timely work output

4. Demonstrated ability to work both independently and smoothly as part of a team.

5. Strong analytic abilities and demonstrated ability to think creatively and employ multi-faceted approaches to complex problem-solving. Detailed and thorough approach to organizing tasks and carrying them out.

6. Excellent writing skills especially in-the-moment note taking.

7. Mature judgment. Proven ability to work with confidential materials with discretion.

8. Wide-ranging experience with technology and superior personal computer skills, including proficiency with contemporary programs and portals. 

9. Demonstrated ability to handle a heavy workload and time-pressured situations in a self-possessed, collected manner. 

10. Understanding of and commitment to the principles, concerns, and considerations, of AFSC in regard to issues of race, class, nationality, religion, age, gender and sexual orientation, and disabilities. Demonstrated ability to work and communicate with diverse staff.

11. Demonstrated experience and skill in coordinating logistical arrangements for meetings, conferences and social functions. 

12. Demonstrable interpersonal skills in working tactfully and graciously with a wide variety of people. Demonstrated desire to work collegially.

13. Demonstrated interest in accepting a challenge and learning new skills.

14. Flexibility to work occasional hours beyond the normal work schedule. Must be able to attend occasional evening and weekend meetings, travel occasionally.

COMPENSATION: Salary Family – Administrative – Administrative Assistant II –Exempt – Comprehensive medical and hospitalization plan; term life, accident and salary continuation insurances, defined benefit pension plan, plus fringe benefits; participation in unemployment and worker’s compensation and social security.

The American Friends Service Committee is an Affirmative Action/Equal Opportunity Employer. Qualified persons are encouraged to apply regardless of their religious affiliation, national origin, race, age, sex, gender identity, sexual orientation or disability.

AFSC maintains a deep commitment to a mandate of care for our staff and communities and thus requires vaccination for Covid-19, as well as adherence to social distancing, masking, and office occupancy protocols.

AFSC’s Central Office and some of its offices in the U.S. are unionized workplaces. This position is not represented.

The American Friends Service Committee is a smoke-free workplace.

Status: Full-Time, Exempt

Location: Philadelphia, PA

Application Deadline: Applications will be reviewed on a rolling basis. 

 

For consideration, please attach your Cover Letter and Resume to the online application in addition to answering…

Details at a Glance

  • Time Commitment
    clock icon
    Full Time Schedule
  • Start Date
    calendar icon
    September 1, 2022
  • Application Deadline
    hourglass icon
    August 31, 2022
  • Education
    graduation-cap icon
    4-Year Degree Required
Salary
money icon
USD $55,000 - USD $77,740
/ year

Benefits

Comprehensive medical and hospitalization plan; term life, accident and salary continuation insurances, defined benefit pension plan, plus fringe benefits; participation in unemployment and worker’s compensation and social security.

Comprehensive medical and hospitalization plan; term life, accident and salary continuation insurances, defined benefit pension plan, plus fringe benefits; participation in…

Location

house icon
Temporarily Remote
Work must be performed in or near Philadelphia, PA
Associated Location
Philadelphia, PA, USA

How to Apply

To apply, please visit our Job Center at http://www.afsc.org/job-center. Thank you!

To apply, please visit our Job Center at http://www.afsc.org/job-center. Thank you!

Join Idealist

Sign up today to save your favorite jobs and get email alerts when new ones are posted.