Executive Administrative Coordinator

Career Opportunities @Phmc•Philadelphia, PA

1d•Onsite

About The Position

The Executive Assistant will support the Chief Executive Officer and additional executive level leaders. The assistant will be responsible for a broad range of administrative tasks in a fast-paced environment. The role requires proactive initiative, sound judgment, independent decision making, organization, energy, self-started mentality, discernment and discretion. This position is primarily onsite with very limited work remote opportunities. Responsibilities included by not limited to: Executive Administrative Coordinator will provide priority support to the CEO and President and support all administrative needs of that position. Provide comprehensive governance and Board support for PHMC and subsidiaries, including scheduling meetings, developing and managing agendas, coordinating and distributing materials, attending meetings, preparing accurate meeting minutes, and maintaining secure document storage. Oversee full upkeep and compliance of the board portal software , including user management, training, troubleshooting, timely posting of materials, and ensuring the system remains functional, secure, and aligned with governance standards. Ensure adherence to nonprofit governance requirements by supporting board and committee member onboarding and orientation, managing rosters, terms, and attendance, tracking board actions, adhering to policies, serving as the primary administrative liaison to the Board and its committees. Administrative support to the Legal, Risk Management and Strategic Sourcing and Procurement Departments , including scheduling meetings and managing calendars, coordinating document execution and filing, maintaining organized and compliant records, assisting with contract tracking and document management systems, preparing correspondence and reports, and serving as a liaison to internal departments and external legal counsel to ensure timely follow-up and completion of legal matters. Assist in the preparation and distribution of materials and presentation for meetings Responsible for invoicing, expense management, purchasing and Prepare documents, letters, etc. using Microsoft applications (Word, PowerPoint and Excel). Support and maintain an electronic and paper filing system for documents. Responsible for inventory management, including ordering, tracking and storage of office supplies Provide administrative backup support and coverage when Assists with answering and directing calls and Ability to handle matters with discretion and tact. Attends meetings and takes minutes as Provide mail support through opening and directing mail appropriately. Perform other duties and responsibilities as assigned.

Requirements

Experience supporting C-level executives
Experience providing board management administration
Excellent verbal and written communication skills
Proficient with Microsoft Suite, specifically Word, Excel, PowerPoint and Outlook
Strong organizational and time management skills, attention to detail, flexibility, and ability to work independently and as part of a
Ability to handle confidential information in accordance with PHMC policies and
Proven ability to work under pressure and meet
Minimum of 5 years administrative experience supporting executive level managers.
High School Diploma/GED.

Nice To Haves

Knowledge in Microsoft Visio and Project a plus
Associate or greater preferred with paralegal experience preferred.

Responsibilities

Provide priority support to the CEO and President and support all administrative needs of that position.
Provide comprehensive governance and Board support for PHMC and subsidiaries, including scheduling meetings, developing and managing agendas, coordinating and distributing materials, attending meetings, preparing accurate meeting minutes, and maintaining secure document storage.
Oversee full upkeep and compliance of the board portal software , including user management, training, troubleshooting, timely posting of materials, and ensuring the system remains functional, secure, and aligned with governance standards.
Ensure adherence to nonprofit governance requirements by supporting board and committee member onboarding and orientation, managing rosters, terms, and attendance, tracking board actions, adhering to policies, serving as the primary administrative liaison to the Board and its committees.
Administrative support to the Legal, Risk Management and Strategic Sourcing and Procurement Departments , including scheduling meetings and managing calendars, coordinating document execution and filing, maintaining organized and compliant records, assisting with contract tracking and document management systems, preparing correspondence and reports, and serving as a liaison to internal departments and external legal counsel to ensure timely follow-up and completion of legal matters.
Assist in the preparation and distribution of materials and presentation for meetings
Responsible for invoicing, expense management, purchasing and
Prepare documents, letters, etc. using Microsoft applications (Word, PowerPoint and Excel).
Support and maintain an electronic and paper filing system for documents.
Responsible for inventory management, including ordering, tracking and storage of office supplies
Provide administrative backup support and coverage when
Assists with answering and directing calls and
Ability to handle matters with discretion and tact.
Attends meetings and takes minutes as
Provide mail support through opening and directing mail appropriately.
Perform other duties and responsibilities as assigned.