Administrative Assistant Executive

PATH People Acting To Help•Philadelphia, PA

23h•Onsite

About The Position

To promote the mission of PATH to help individuals achieve a more independent and fulfilling life by being an effective team member and to provide administrative support to the Executive Office and PATH’s Board of Directors.

Requirements

High School Graduate or GED
3 years increasingly responsible secretarial experience
Valid Driver's License and use of personal vehicle
Proficient in Microsoft Office Programs
Accurate typist
Responsible, dependable individual with the ability to work in a fast-paced office environment with multiple priorities.
Must be able to work independently with minimal supervision and be a team player.

Nice To Haves

Shorthand or speedwriting skills preferred.

Responsibilities

Provide administrative/secretarial support to CEO, COO and CAO
Manage Executive Schedules: Organize and maintain calendars, schedule appointments, and coordinate meetings to optimize the executive's time.
Communication Management: Prioritize and respond to emails and phone calls, acting as a liaison between the executive and internal/external stakeholders.
Document Preparation: Prepare reports, presentations, and correspondence, ensuring all materials are accurate and professionally formatted.
Prepare, assemble, and distribute all materials for Board of Directors and Committee meetings, including agendas, minutes, reports, Board actions, calendars, lists of important Board dates, presentations, and supporting documents. Ensure materials are accurate, professionally formatted, proofread, provided to the appropriate Executive team member for review, revised as directed, and distributed in a timely manner.
Board and Executive Meeting Coordination: Coordinate logistical arrangements for Board, Committee, Executive Council, and other Executive Office meetings, including reserving meeting space, coordinating schedules and communications, ordering food and refreshments, arranging delivery, setting up and breaking down food service, ensuring meeting supplies and materials are available, and arranging for appropriate leftover food to be provided to a PATH program.
Take notes as needed, maintain records of discussions and decisions, and follow up on assigned action items.
Annual Board Retreat: Organize and coordinate the annual Board Retreat, including scheduling, venue and room arrangements, catering, communications, preparation and distribution of retreat materials, coordination of supplies and equipment, and day-of logistical support to ensure the event runs smoothly.
Administrative Support: Handle various administrative tasks, such as filing, data entry, and maintaining office supplies, to support the executive's daily operations.
Assist with any special projects (scanning, copying, mailing preparations, miscellaneous typing, event planning, ordering of PATH branded items, etc.) as requested.
Assist with project management: Organizing meetings, maintaining project documentation and budgets, monitoring timelines, and assisting with reporting to ensure projects are completed on time and within scope.
Research on various topics as requested by the CEO, COO or CAO.
Use AI capabilities when appropriate for the task.