Executive Assistant I

Community College of Philadelphia•Main Campus - Philadelphia, PA

About The Position

The Executive Assistant I provides comprehensive administrative and operational support to the Chief of Staff and Deputy Chief of Staff and supports the day-to-day functions of the Office of the Chief of Staff & Partnerships. The role coordinates departmental systems and operations, schedules meetings and engagements, manages administrative processes, and serves as a liaison with internal departments and external partners. It oversees administrative processing and tracking of contracts and agreements, supports partnership coordination, and assists with projects and initiatives that advance departmental work. The position also provides administrative and operational support to the Office of the President and Office of Strategic Events as needed. Working collaboratively across the College, the Executive Assistant I helps ensure timely communication, effective coordination, accurate recordkeeping, and completion of departmental priorities. Responsibilities extend beyond support for an individual executive to coordinating departmental administrative infrastructure, including contracts, partnerships, meetings, records, workflows, financial documentation, projects, accountability, and cross-functional follow-up with leadership, campus partners, and external affiliations.

Requirements

High school diploma or equivalent (e.g., GED).
Six years of work experience in a progressively responsible administrative support position.
Demonstrated proficiency with Microsoft Word, Excel, and PowerPoint.
Strong attention to detail and data-entry accuracy.
Ability to perform multiple tasks with changing priorities.
Excellent interpersonal, written, and oral communication skills.
Strong planning and organizational skills.
Ability to collaborate well with others.
Professionalism and effective oral and written communication skills.
Excellent time-management skills.
Ability to maintain sensitivity, understanding, and respect for a diverse academic environment inclusive of students, faculty, and staff of varying socioeconomic, cultural, ideological, and ethnic backgrounds.

Nice To Haves

Associate’s degree preferred.

Responsibilities

Provide high-level administrative and operational support to the Deputy Chief of Staff, including calendar management, meeting coordination, correspondence, and follow-up on departmental priorities.
Coordinate meetings involving College leadership, internal departments, external partners, and community stakeholders, including scheduling, logistics, agendas, materials, and follow-up activities.
Serve as a central point of contact for the department, responding to inquiries and coordinating information, requests, and communications among internal and external stakeholders.
Oversee the administrative lifecycle of contracts, agreements, memoranda of understanding (MOUs), and related documents, including initiation, tracking, coordination of required documentation, and facilitation of review and approval processes.
Support partnership initiatives by coordinating meetings, maintaining records and documentation, tracking commitments and deliverables, and facilitating communication among College departments and external partners.
Develop, maintain, and improve departmental systems, workflows, records-management processes, and administrative procedures to enhance organization, efficiency, communication, accountability, and document retention.
Establish and maintain systems for tracking departmental projects, assignments, contracts, partnership activities, deadlines, and action items; monitor progress and follow up to support timely completion.
Prepare, edit, proofread, and distribute correspondence, reports, presentations, briefing materials, meeting documents, and other departmental communications.
Assist with departmental financial and purchasing activities, including purchase requisitions, purchase orders, invoices, reconciliations, expense reports, payments, and budget-related documentation.
Coordinate travel arrangements, site visits, event logistics, and other operational activities as assigned.
Provide administrative and operational support for strategic initiatives, special projects, and activities led by the Office of the President, Office of Strategic Events, and Office of the Chief of Staff & Partnerships, as assigned.
Support College-wide events, partnership activities, and institutional initiatives by coordinating schedules, documentation, contracts, vendor information, facility-use processes, and related administrative requirements.
Exercise discretion and sound judgment in handling confidential, sensitive, and time-sensitive information.
Provide responsive, professional, and customer-focused service to students, employees, College leadership, external partners, and community stakeholders.
Perform other related duties as assigned.