Executive Assistant

Alliance for Decision Education-posted 2 months ago
$45,000 - $60,000/Yr
Full-time • Entry Level
Lower Merion Township, PA
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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).

  • 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.
  • 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.
  • 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.
  • 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.
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