Executive Assistant to the Chief of Staff & Executive Director

WHAT YOU WILL DO

The Executive Assistant will provide high-level administrative, operational, and strategic support by managing complex schedules, preparing communications and reports, coordinating meetings and events, facilitating communication across the organization, and handling special projects. This role will act as a key point of contact, managing the Chief of Staff and Executive Director’s calendars while exercising emotional intelligence in a fast-paced environment that demands a delicate blend of agility, tact, and managing up.

This role requires discretion and professionalism in dealing with employees, leadership, board members, community members, partners and the public, while maintaining complete confidentiality and protecting sensitive information. The individual selected for this role must also be results oriented, collaborative, and embrace the organization’s core values, ensuring team effectiveness.

ESSENTIAL RESPONSIBILITIES:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Administrative Support:

• Provide high-level administrative support to the Chief of Staff, Executive Director, and Board of Directors; to include initiation and management of calendars, emails, correspondence, presentations, reports, research, telephone calls, travel coordination, expense report reconciliations, and preparation and distribution of meeting materials.
• Attend critical meetings, prepare agendas, take notes, track and follow-up on action items, ensuring the organization stays focused on top priorities.

Communication:

• Draft, review, and finalize professional correspondence, emails, reports, and presentations, serve as a point of contact for internal and external stakeholders.
• Prepare, maintain, and complete minutes of all meetings, including Board meetings.
• Ability to communicate and establish strong relationships with staff as well as diverse stakeholders, that include partners in both the corporate and nonprofit sectors, donors, neighbors and community residents.

Meeting & Event Coordination:

• Manage logistics for internal and external meetings, including booking venues, arranging catering, and ensuring audiovisual requirements are met.
• Manage and organize complex and demanding calendars by actively responding to meeting requests, proactively resolving and prioritizing scheduling conflicts, coordinate with other admins, employees, outside vendors, organizations, and/or partners to schedule meetings/events.

Financial Support:

• Track expenses and prepare reconciled credit card/expense reports for submission.
• Perform specialized and/or confidential finance related administrative duties. Conduct research and prepare financial reports to assist the Chief of Staff and Executive Director in the development of strategic and business plans and the budget.

Information Management:

• Assist with data management, organize and maintain confidential information, create and utilize filing systems, and manage records

Special Projects:

• Undertake special projects assigned by the Chief of Staff, which can range from research to process improvements.
• Properly maintain executive records, Board minutes, corporate files, and reports to facilitate easy and quick retrieval of documents upon request.
• Handle sensitive client and company information with the highest level of discretion and integrity
• May be required to undertake other tasks and initiatives to support team and organizational goals.

QUALIFICATIONS

• Bachelor's degree in a related field and/or equivalent work experience
• 5+ years of experience in an executive-level support role with demonstrated track record of success; exposure to the philanthropic and/or nonprofit sector a plus
• Meticulous attention to detail for creating and maintaining organized systems.
• Excellent oral and written communication, with the ability to compose clear, concise, and professional documents.
• Familiarity with common office software, such as Microsoft Office Suite, G-Suite, and video conferencing platforms.
• Proven organizational skills, self-starter, multi-tasker, and the ability to take initiative and meet priorities in a fast-paced environment with a high level of accuracy and attention to detail.
• Ability to prioritize work assignments and organize workflow to meet deadlines.
• Ability to meet numerous deadlines, work with frequent disruptions, and reprioritize assignments as necessary.
• Ability to handle sensitive information with the highest level of confidentiality and exercise professional judgment.
• A proactive, collaborative, and independent approach to work, combined with a strong initiative.
• A demonstrated passion for and commitment to the North10 Philadelphia’s mission and values.
• Spanish language fluency preferred

Your compensation package also includes the following:

• Health Benefits
• 401(k): Eligible employees (must be at least 21 years old) may participate in the 401(k), plan subject to all terms and conditions of the Plan. Our 401(k) savings plan allows you to contribute from 1% to 15% of your salary, subject to IRS guidelines and regulations. The Company will match 100% of the first 5% you contribute.
• Paid Time Off (PTO)
• Company Paid Holidays