Executive Assistant

Alliance for Decision Education • Lower Merion Township, PA

111d • $45,000 - $60,000

About The Position

The role of the Executive Assistant encompasses providing day-to-day support to the Executive Office. This position entails managing a range of administrative tasks and projects within the department to ensure smooth scheduling, communication, and coordination for the Executive Office. This role plays a critical part in advancing the Alliance’s mission by ensuring seamless operations within the Executive Office, enabling leadership to focus on empowering students with essential decision-making skills. The Executive Assistant will report to the Organizational Project Manager (OPM) as a member of the Executive Office. The primary role will involve directly supporting the Executive Office members, including the Executive Director (ED) and Chief Operating Officer (COO).

Requirements

• 1–3 years of experience in an administrative role, preferably supporting one or more executive-level staff.
• High school diploma or equivalent required.
• Proficiency in Google Workspace and Microsoft Office required.

Nice To Haves

• Associate’s or bachelor’s degree in business administration, communications, or a related field preferred.
• Familiarity with virtual meeting platforms (e.g., Zoom, Microsoft Teams).
• Proficiency in Salesforce and project management tools preferred.
• Ability to ensure that sensitive information is handled cautiously and that confidentiality is maintained in all forms of communication and documentation.
• Ability to diligently prioritize and manage multiple tasks and projects concurrently, ensuring their timely and accurate completion.
• Ability to work independently and within a team environment.
• Detail-oriented and able to handle a fast-paced work environment.
• Ability to work efficiently with a high level of independence and initiative, self-motivated.

Responsibilities

• Proactively manage, schedule, and optimize calendars for the Executive Office to ensure efficiency; support the Executive Office by tracking deadlines, assisting with follow-ups, and managing information flow.
• Assist in organizing meetings, preparing agendas and documents, monitoring action items, and gathering and transcribing notes and follow-ups from meetings.
• Maintain accurate and timely data entry in organizational systems to support efficient operations and reporting.
• Process reimbursements.
• Serve as a key point of contact for internal and external stakeholders, ensuring professional and timely communication on behalf of the Executive Office.
• Streamline cross-departmental communications to enhance collaboration and ensure alignment on organizational priorities.
• Provide administrative support for communications with the Board of Directors and external contacts, such as organizing travel.
• Assist in arranging travel arrangements for the Executive Office, which includes booking flights, arranging accommodations, and creating detailed itineraries.
• Maintain confidentiality in all areas of responsibility.

Benefits

• Medical, dental, and vision insurance (100% employer paid).
• Basic life insurance and AD&D (100% employer paid).
• Long-term disability insurance (100% employer paid).
• Employee Assistance Program.
• 401(k) retirement plan with up to a 5% employer match.
• Flexible Spending Accounts (healthcare and dependent care).
• Up to 20 days of Paid Time Off per calendar year (prorated the first year based on your hire date).
• Unlimited paid sick time.
• Paid holidays, including major federal holidays.
• Professional development opportunities.
• Hybrid work schedule.
• Paid lunch stipend while working on-site.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED