Executive Assistant

Allegheny Family Network•Pittsburgh, PA

1d•$45,000•Onsite

About The Position

Allegheny Family Network (AFN) is seeking an experienced, highly organized, and professional Executive Assistant to provide comprehensive administrative support to the Chief Executive Officer (CEO), Executive Leadership Team, Controller, and Fiscal Department. This key position serves as the central point of coordination for executive operations, Board of Directors activities, organizational communications, and fiscal administrative functions. The Executive Assistant will manage the CEO's schedule, coordinate Board meetings and documentation, assist with financial reporting and audit preparation, support fiscal operations, and ensure the smooth functioning of executive and administrative processes across the organization. The ideal candidate is proactive, detail-oriented, technologically proficient, and capable of managing multiple priorities while maintaining the highest level of professionalism and confidentiality.

Requirements

Associate or bachelor’s degree in business administration, Accounting, Communications, Public Administration, or related field preferred.
Minimum of three (3) to five (5) years of executive administrative experience.
Experience supporting senior executives and managing complex schedules.
Experience coordinating Board of Directors meetings and preparing meeting minutes.
Strong administrative, organizational, and project management skills.
Proficiency in Microsoft Office Suite, particularly Word, Excel, Outlook, PowerPoint, and Teams.
Strong attention to detail and accuracy.
Excellent written and verbal communication skills.
Ability to handle confidential information with professionalism and discretion.

Nice To Haves

Experience in a nonprofit organization.
Experience supporting finance, accounting, or fiscal operations.
Knowledge of nonprofit Board governance practices.
Familiarity with audits, grants, government contracts, and financial reporting.
Experience working with DHS, CYF, or other human service funding sources.

Responsibilities

Provide administrative support to the CEO and Executive Leadership Team.
Manage and coordinate the CEO's calendar, appointments, meetings, and travel arrangements.
Prepare executive correspondence, reports, presentations, and meeting materials.
Monitor deadlines, action items, and organizational priorities.
Coordinate executive meetings and leadership retreats.
Serve as a liaison between executive leadership, staff, external partners, and community stakeholders.
Serve as the primary administrative support to the Board of Directors.
Coordinate all Board and Committee meetings, including scheduling, logistics, agendas, and meeting materials.
Prepare and distribute Board packets documentation.
Record, prepare, and maintain official Board and Committee meeting minutes.
Maintain Board records, bylaws, policies, resolutions, and governance documentation.
Track Board member terms, committee assignments, and attendance records.
Support Board recruitment, orientation, and engagement activities.
Provide administrative support to the Controller and Fiscal Department.
Assist in the preparation of monthly financial reports, Board financial packets, and supporting documentation.
Maintain financial files and records in accordance with organizational policies and audit requirements.
Assist with gathering documentation for annual audits, contract reviews, and monitoring visits.
Support contract administration, funding documentation, and grant-related reporting activities.
Coordinate collection of information required for financial reports, budgets, and regulatory submissions.
Assist with accounts payable documentation, invoice tracking, and other fiscal administrative functions as assigned.
Maintain fiscal calendars and deadlines to ensure timely completion of reports and deliverables.
Organize and maintain confidential executive and organizational records.
Prepare spreadsheets, reports, meeting materials, and presentations.
Manage document retention and filing systems.
Order office supplies and coordinate administrative support functions.
Assist with agency-wide meetings, staff events, and special organizational projects.
Facilitate communication among leadership, Board members, staff, funders, and community partners.
Coordinate special projects and strategic initiatives.
Track assignments and follow-up activities related to executive and Board decisions.
Assist with organizational communications and stakeholder engagement.