Administrative Assistant

Pennsylvania Coalition for Oral Health (PCOH) is seeking a highly organized and detail-oriented administrative assistant to support our growing portfolio of more than 50 programs and initiatives that improve oral health across Pennsylvania.

This position will play a key role in keeping the organization running smoothly by providing administrative, programmatic, and communications support across dozens of projects. The ideal candidate thrives while juggling many tasks in a fast-paced environment, has exceptional grammar and copyediting skills, and can manage all moving pieces without missing the details. This person notices the small details others miss, takes pride in producing polished and accurate work, and can keep dozens of program activities organized and moving forward at the same time.

This role is perfect for someone who enjoys bringing order to complexity, supporting mission-driven work, and ensuring that every document, meeting, and project is executed with precision.

Key Responsibilities

• Provide administrative support across PCOH programs and initiatives
• Schedule meeting and travel coordination on multiple calendars
• Draft minutes, notes, and other documents
• Prioritize and respond to high volume of calls, emails, requests, and incoming information
• Proofread and copyedit reports, presentations, grant materials, and communications for clarity, accuracy, and consistency
• Maintain organized files, databases, and tracking systems for program and fundraising activities
• Support coordination of events, trainings, and educational initiatives
• Assist with program logistics and track deadlines and deliverables
• Manage materials and communications with the board of directors

Required Skills

• Exceptional grammar, spelling, and punctuation skills with nearly perfect copyediting and proofreading ability
• Meticulous attention to detail and the ability to catch inconsistencies, errors, and missing information
• Highly intuitive and empathetic, with a strong ability to anticipate and support staff and stakeholder needs
• Outstanding organizational skills with the ability to track and manage many programs, deadlines, and deliverables simultaneously
• Strong document management skills, including maintaining organized files, version control, and tracking systems
• Clear, professional, and friendly written and oral communication for emails, reports, meeting notes, and program materials
• Ability to prioritize and manage competing tasks while maintaining accuracy and quality
• Proficiency in Microsoft Office and Google Workspace and shared collaboration tools (Word, Excel, PowerPoint, shared drives, document collaboration platforms)
• Reliable follow through and accountability on tasks and deadlines
• Comfort working independently in a remote environment while responsive to team needs
• Ability to quickly learn details and keep multiple initiatives organized at the same time

Preferred Skills

• Experience working remotely and/or using Zoom, Microsoft Teams, and other platforms
• Experience supporting nonprofit programs or health initiatives
• Experience with grant documents, reports, or program tracking
• Familiarity with event coordination or training logistics
• Experience with database, CRM systems, Quickbooks, and websites

Requirements of the Position

• PA residency
• Valid driver’s license
• Reliable internet connection and professional setting for online meetings
• Minimum five (5) years of experience in providing administrative, office, or executive support
• Standard Monday–Friday schedule with core hours from 8am–3pm. Some flexibility is needed outside these hours, though evening and weekend work is rare
• Primarily (95%) telecommute position with occasional need for one-day meeting travel and occasional overnight stays (multiple nights each)

Details

37.5 hours/week, full-time hourly position, base salary $44,850 annually (full package $50,695)

Monthly health stipend (QSEHRA), home office equipment, technology stipend, PTO, 401K contribution plan after one year

Application Process

Interested candidates should submit a cover letter and resume to Helen Hawkey, Executive Director, at info@paoralhealth.org. Applications will be accepted until April 3, 2026. Incomplete applications will not be considered. LinkedIn and Indeed applications will not be accepted, please follow instructions and send materials via email.

Due to the expected volume of applications, only candidates selected for an interview will be contacted. Applicants selected to move forward in the process will be notified by April 17th.

PCOH is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by federal, state, or local law. All qualified applicants will receive consideration for employment without regard to these characteristics. We encourage applications from individuals of all backgrounds, including those from underrepresented groups.

Monthly health stipend (QSEHRA), home office equipment, technology stipend, PTO, 401K contribution plan after one year