Administrative Assistant to the Executive Vice President

Girl Scouts In The Heart Of PA•Camp Hill, PA

About The Position

Position Summary: This position is responsible for providing day-to-day administrative support to the Executive Vice President. Key Responsibilities: Perform administrative tasks, including but not limited to coordinating projects, preparing meeting materials, scheduling calendar appointments, directing phone calls, and greeting visitors. Assist in scheduling, planning, and running meetings, events, and activities: work with vendors to coordinate logistics, coordinate staff and volunteer participation, and take meeting minutes when requested. Prepare written communications, including memos, emails, invoices, reports, letters, mail merges, information packets, and other correspondence while exercising attention to detail and high level of professionalism. Prepare and support presentations, webinars, PowerPoints, and related materials - obtain, assemble, and coordinate related documents. Organize and maintain records, files, and databases, including electronic and physical filing systems. Provide clerical support, including but not limited to printing, copying, scanning, and preparing donor packages and presentations. Create and pull statistical reports, review and summarize data, such as: key performance indicators, donor lists, survey results, etc. Execute projects, including organizing important information, monitoring progress, and keeping everyone in the loop. Organize tasks to ensure projects are running smoothly and no critical deadlines are missed. Ensure the integrity and confidentiality of the council’s correspondence, internal processes/policies/procedures, and executive level discussions/information. Collaborate with Girl Scouts of the USA and other Girl Scout Councils as needed. Provide professional, quality customer service to all customers (donors, members, volunteers, staff, and other community contacts). Demonstrate commitment to the Girl Scout mission and the Girl Scout Leadership Experience by representing GSHPA in a positive and professional manner. Work independently with limited supervision. Perform other duties as assigned in support of council-wide initiatives and cross-functional teams to further the mission of GSHPA.

Requirements

Three to five years of experience in an administrative position.
Highly proficient in MS Office, Adobe Acrobat and virtual meeting platforms.
Possess professional communication skills and excellent grammar, strong phone and email etiquette.
Use sound judgment and critical thinking skills when decision making.
Strong time management and organizational skills with the ability to prioritize a high volume of work while managing multiple deadlines and staying calm under pressure.
Possess business and persuasive skills and communicate strategically on COO’s behalf.
Work independently and with limited supervision.
Efficiently operate standard office equipment.
Work with individuals of diverse background and ages in a professional manner.
Adapt well to changing circumstances, direction, and strategy.
Work a flexible schedule, to include nights and weekends, as needed.
Hold and maintain a valid driver’s license - access to reliable transportation required.
Travel throughout the council, as needed.
Lift/carry 25 pounds.
Sitting, standing, or walking for a moderate period of time is required.

Responsibilities

Perform administrative tasks, including but not limited to coordinating projects, preparing meeting materials, scheduling calendar appointments, directing phone calls, and greeting visitors.
Assist in scheduling, planning, and running meetings, events, and activities: work with vendors to coordinate logistics, coordinate staff and volunteer participation, and take meeting minutes when requested.
Prepare written communications, including memos, emails, invoices, reports, letters, mail merges, information packets, and other correspondence while exercising attention to detail and high level of professionalism.
Prepare and support presentations, webinars, PowerPoints, and related materials - obtain, assemble, and coordinate related documents.
Organize and maintain records, files, and databases, including electronic and physical filing systems.
Provide clerical support, including but not limited to printing, copying, scanning, and preparing donor packages and presentations.
Create and pull statistical reports, review and summarize data, such as: key performance indicators, donor lists, survey results, etc.
Execute projects, including organizing important information, monitoring progress, and keeping everyone in the loop.
Organize tasks to ensure projects are running smoothly and no critical deadlines are missed.
Ensure the integrity and confidentiality of the council’s correspondence, internal processes/policies/procedures, and executive level discussions/information.
Collaborate with Girl Scouts of the USA and other Girl Scout Councils as needed.
Provide professional, quality customer service to all customers (donors, members, volunteers, staff, and other community contacts).
Demonstrate commitment to the Girl Scout mission and the Girl Scout Leadership Experience by representing GSHPA in a positive and professional manner.
Work independently with limited supervision.
Perform other duties as assigned in support of council-wide initiatives and cross-functional teams to further the mission of GSHPA.