The Executive Assistant manages a variety of general office activities for the Chief Executive Officer, Chief Public Affairs Officer, Development Manager, and Policy Director. As a primary liaison to the Board of Directors, the Executive Assistant is responsible for Board meeting and committee materials, scheduling, logistics, and minutes. This position maintains official PCAR documents and contracts; and serves as a member of the Office Administrative team to assist with a variety of organizational tasks.
Essential Duties and Responsibilities
- Acts as custodian of corporate documents and confidential records and formulates procedures for systematic retention, protection, retrieval, transfer and disposal of records.
- Organizes and maintains electronic and paper files of proposals, contracts, etc.
- Maintains and updates files, events, org charts, databases, and contact information.
- Assists with forms, documentation, correspondence, travel, and scheduling for CEO, Chief Public Affairs Officer, Development Manager, and Policy Director as requested.
- Coordinates meetings, events, and programs.
- Composes and prepares confidential correspondence, reports, letters, and other complex documents with accuracy and professionalism.
- Responds to internal and external inquiries.
- Assures quality of appearance and accuracy of general correspondence, reports, proposals, etc.
- Prepares invoices for signature and payment.
- Helps obtain and track credit card and other receipts.
- Provides back-up for Administrative Coordinator and Office Manager: answering phones, mailings, ordering supplies, travel arrangements, and other general administrative duties.
- Assists HR Manager with gathering information from staff and other duties as requested.
- Attends meetings and/or training as requested (may occasionally require overnight travel).
- Gathers agenda for Management Team meetings.
- Updates the Customer Relationship Management (CRM) systems with contact information and other information related to CEO activities.
- Works on special initiatives and projects as requested.
Board of Directors
- Coordinates all Board of Director meetings, including scheduling, notices/memos, agenda, minutes, and materials.
- Coordinates Board Committee meetings (Human Resources, Governance, Executive, and others as requested) including scheduling, notices/memos, agenda, and materials.
- Takes minutes for committees as requested.
- Maintains PCAR Board Orientation Book; Board Member Contact List; and electronic files on “Higher Logic” platform.
- Maintains files of all Board and Committee meetings, attendance records, and other information related to the Board.
- Updates information in all relevant places when any changes occur in Board Members.
- Responds to requests from Board members, including creating surveys and compiling results.
- Coordinates travel arrangements for Board Members as needed, working in conjunction with other administrative and training staff.
- Assures a high level of accuracy, professionalism, and confidentiality in all matters related to the Board of Directors.
- Takes Minutes for Board Development Committee.
- Assists with events and special projects.
- Supports grant and foundation funding proposals as directed.
- Assists CEO, Chief Public Affairs Officer, and Development Manager as requested.
Education and/or Experience
Bachelor’s degree or equivalent combination of education and experience. Experience managing high-level information.
This position requires in-state travel.
- Ability to effectively manage multiple priorities and projects simultaneously and ability to meet strict deadlines. Ability to identify and respond to shifting priorities.
- Must be a self-starter that can work within a team and fast-paced environment and handle a variety of tasks with multiple deadlines. Must be very detail-oriented and work with minimal supervision.
- Excellent oral and written communication skills. Must possess excellent project management, organizational and negotiation skills. Excellent customer service skills.
- Demonstrated sensitivity and ability to collaboratively work with individuals and groups from diverse populations and organizations. Ability to maintain cooperative and professional demeanor with rape crisis centers, coalitions, agency staff/board, council members, vendors, consultants, allied professionals and the general public. Must be able to foster positive working relationships with people and create an accessible environment.
- Must have proficiency with the technology necessary for the functions of the position, including: Microsoft Office (Word, Excel, PowerPoint), databases, zoom, doodle, drop box, surveys, and similar technological tools.
- Accept and abide by the mission and core values of PCAR.
- Must complete a Pennsylvania rape crisis center sexual assault victim counselor training, within first year of employment.
- Pennsylvania driver’s license and vehicle are not required for this position.
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