Regional Executive Assistant - Housing Region

Gaudenzia, Inc. • Philadelphia, PA

4d

About The Position

Gaudenzia is seeking a professional and confident Regional Executive Assistant to provide high-level administrative support to their Senior Executive team, including the CEO. This role is crucial for supporting executives and requires impeccable communication skills, the ability to represent the senior team professionally, and a strong understanding of business objectives. The ideal candidate will be adept at managing multiple tasks, meeting tight deadlines with minimal supervision, and anticipating problems. This is a fast-paced, high-visibility role demanding discretion, integrity, good judgment, and professionalism. The position involves serving as a liaison to the Board of Directors, attending meetings, recording minutes, and preparing/editing correspondence, presentations, reports, and memos. The successful candidate must proactively anticipate needs, drive improvements, and solve complex problems with a high degree of autonomy.

Requirements

• Bachelor's degree or equivalent credits towards Bachelor's degree
• Two (2) years clerical and administrative experience
• 5+ years of experience as an Executive Assistant
• Experience with executive level calendar management
• Experience with meeting management
• Expertise in full suite of Microsoft Office Products
• Experience with providing service to an entire team of executive level leaders that ensures outstanding communication and responsiveness with a positive attitude with a willingness to be a team player
• Experience working with a Board of Directors as it relates to arranging meetings and recording minutes
• Proven ability to handle administrative details independently, while exercising good judgment in keeping team members informed
• Proven ability to work in a highly ambiguous environment
• Previous experience with program and/or project management
• Proven ability to prioritize needs and tasks and problem solve quickly
• Excellent communication skills, both written and verbal
• Strong ability to multitask and troubleshoot under tight deadlines; and possess strong attention to detail
• Ability to handle sensitive and confidential situations with diplomacy

Responsibilities

• Assist in research, planning and/or development of new or restructured programs
• Review and update policy and procedures as needed in conjunction with supervisor
• Provide administrative support to supervisor
• Act as liaison between Executive staff and others
• Compose, compile and prepare data and information as required for audits, proposals and reports
• Schedule and coordinate meetings, events appropriately
• Ensure the maintenance and safekeeping of files/records in accordance with all regulation in a confidential organized manner
• Scribe, prepare and distribute meeting minutes and other applicable minutes
• Develop and implement communication and reporting systems to facilitate through communication with the Corporate, region, program and other applicable resources
• Other duties as assigned
• Calendar management for executives
• Aid executive in preparing for meetings
• Project Management
• Support Board activities and documenting meetings.
• Responding to emails and document requests on behalf of executives
• Draft slides, meeting notes and documents for executives
• Provide top-level senior executive support while maintaining high levels of discretion, professionalism and judgment in a fast-paced, high visibility environment
• Act as liaison with direct reports, other internal teams/organizations, and external partners
• Own and manage complex executive calendars and scheduling requirements
• Secure and manage travel arrangements, often including complex logistics
• Design and implement processes across programs and regions to ensure clear communication, efficiency, and operational excellence
• Manage/track administrative activities and help drive completion of key deliverables, including analyses, reports, write-ups, etc.
• Own and manage expense reporting and reconciliation, records management, materials preparation, and other duties as required
• Anticipate follow-ups and proactively manage upcoming needs
• Provide support on special projects as needed
• Build internal and external partnerships and coordinate work efforts across functions
• Maintain current organizational charts and Executive Bio's

What This Job Offers

• Job Type: Full-time
• Career Level: Executive