Executive Assistant

Acelero Learning•Philadelphia, PA

About The Position

The Executive Assistant provides administrative support to the Delegate Vice President and the overall program, initiating and coordinating administrative functions needed to implement program policies effectively. The role uses organized systems to support a variety of stakeholders and projects. The Executive Assistant handles routine office administration, supports senior personnel and departmental management, organizes information, prepares and distributes meeting materials, maintains records, and assists visitors. The position also coordinates purchasing, vendor relationships, office supply inventory, expenditure documentation, check requests, invoices, and petty cash in accordance with fiscal policies and procedures. Confidentiality of correspondence, documents, discussions, meetings, calls, and staff and family information must be maintained. The role requires an associate degree in business or a related field, prior office or general administration experience, required physical exam and background checks, and a valid driver’s license and/or reliable transportation. Local or long-distance travel for work-related meetings and functions may be required up to 10% of the time. The position pays $76,000 annually.

Requirements

Associate degree (AA/AS) in business or a related field.
Prior experience with office or general administration.
Physical exam and background checks are required.
Travel locally or long-distance up to 10% of the time for work-related meetings and functions.
Valid driver’s license and/or reliable transportation.

Responsibilities

Perform daily administrative duties, including answering and screening calls, taking messages, sorting and distributing incoming mail and faxes, copying, collating, and other routine support tasks.
Prioritize projects delegated by staff and complete tasks within specified time frames and quality expectations.
Develop systems to organize information effectively and provide it to others as needed.
Draft and edit correspondence, reports, forms, charts, memos, and other documents, and communicate information through minutes, email, memos, and verbal correspondence.
Assist in preparing meeting agendas and materials and distribute them to members in advance within agreed time frames.
Maintain reports, records, and assigned Master Binders accurately and promptly.
Greet and assist visitors courteously and helpfully.
Oversee the operation of office machines, including copier, computer, fax, phone, and mail machine.
File, store, and destroy old records as instructed.
Coordinate purchase requisitions and maintain vendor relationships.
Manage Headquarters office supply inventory and distribution.
Maintain documentation for reimbursements, petty cash, and purchase orders, including receipts and boarding passes.
Process check requests and track completion to ensure invoices and employee requests are handled accurately and promptly.
Manage petty cash by distributing funds to employees as needed and ensuring sufficient funds in accordance with fiscal policies and procedures.
Maintain the confidentiality of correspondence, documents, discussions, meetings, telephone calls, and staff and family information.

Benefits

Medical, dental, and vision insurance with multiple plan options.
Health Savings Account with company contributions up to $800 annually.
Flexible Spending Accounts for health and dependent care expenses.
401(k) retirement plan with up to 4% company match and immediate vesting.
Company-paid short-term and long-term disability insurance and basic life insurance.
Up to $500 per year in professional development reimbursements.
Employee Assistance Program with counseling and mental wellness support.
Wellness programs, including virtual fitness, nutrition, and mindfulness classes.
Pet insurance, legal assistance, ID theft protection, and employee discount perks.
Average of 5 weeks of paid time off during the first year of employment.
Career growth and professional development opportunities.
Supportive working environment.