Senior EA to the President & Secretary of the Board

The Pennsylvania Horticultural Society • Philadelphia, PA

3d • Onsite

About The Position

The Senior Executive Assistant provides senior-level executive support to the President and serves as Secretary of the Board. The Senior EA serves as a primary point of access to the President for internal and external stakeholders, exercising sound judgment and discretion in managing priorities and information flow. The role includes proactive management of the President’s correspondence, calendar, and task lists, coordination of agendas, materials, and follow-up for the Board, Standing, and Advisory Committees, and overall administration of the President’s Office. This position requires a highly organized, proactive self-starter with strong executive judgment, project coordination skills, and exceptional communication and customer service abilities. The Administrator is expected to anticipate needs, prioritize competing demands, manage up as appropriate, and independently drive work to completion while maintaining close alignment with the President. Some evening and weekend hours are required, including the annual Philadelphia Flower Show.

Requirements

• Bachelor’s degree
• 5+ years success supporting a senior executive’s calendar, communication, and administration.
• Proven oral and written communication skills; problem-solving ability; customer service commitment.
• Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel) required
• Must enjoy self-directing and working independently and collaboratively with a variety of internal and external stakeholders.
• Must be able to sit at a desk and looking at a computer screen for up to 8 hours per day.
• Must be able to lift up to 15 lbs. occasionally.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, pulling, pushing, and visual acuity.
• Must have finger dexterity to be able to operate office equipment such as computers, printers, filing cabinets, photocopiers, dolly and other office equipment as needed.
• Excellent customer service skills must be maintained at all times to ensure the optimal attendee, PHS member, and volunteer experience.
• Both in person and telephone interpersonal skills are necessary in order to provide information and assistance to attendees, PHS members, Flower Show volunteers and staff.
• Willingness to be flexible about work assignments.

Nice To Haves

• proficiency in Raisers’ Edge and BoardEffect preferred.

Responsibilities

• Handle all incoming telephone, email, mail, and in-person requests; establish and operate inbox management systems; prioritize, determine next steps, resolve or delegate where appropriate, and see requests through to completion; keep requestors informed and satisfied.
• Maintain the President’s calendar; establish calendar management guidelines; schedule appointments; send reminders; coordinate meeting logistics; collect and share agendas and preparation required; document meetings and handle thank yous and follow up; track meeting frequency for Direct Reports, Board Chair, and key contacts.
• In conjunction with the President, maintain the President’s “To Do List” including identifying must do items each week with an eye towards critical path timelines for events in the coming weeks; send reminders; ensure completion.
• Set and manage President’s Office budget; process expense reports, timecards, and HR requests; maintain paper and digital files.
• Plan meetings and events; handle special projects at the President’s request.
• Prepare written correspondence; edit and proofread written materials.
• Set meeting calendars; plan agendas and manage collection of materials; manage BoardEffect portal; handle RSVPs; plan food and beverage and meeting space; write minutes; keep records. EA directly manages some committees and provides oversight for staff who manage others. EA keeps records for all.
• Provide excellent customer service to all constituents; represent PHS’s mission, values, and DEI commitment in all arenas.
• Participate in cross-PHS events and initiatives, including All Staff meetings, training, the Philadelphia Flower Show, and other initiatives.
• Stay current and comply with the organization’s policies and procedures, including emergency and safety procedures.

Benefits

• PHS offers a comprehensive package of benefits for full-time team members, including, but not limited to: a 403(b) savings plan with employer contributions; medical, dental and vision insurance; paid time off, including 19 paid holidays, 18 days of paid time off annually; flexible spending accounts, PHS paid insurances and optional personal insurance policies, and an employee assistance program.

What This Job Offers

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