Job Title: Executive Assistant

Department: Adminstration

FLSA Status: Non-exempt

Supervisor: President & CEO

Position Summary

The Executive Assistant is primarily responsible for providing administrative, coordination and other support for the President and the Chief Operating Officer (COO), and serves as their liaison when appropriate.  They should be outgoing, “take-charge” person with superior administrative and computer skills.

Essential Duties and Responsibilities

• Serve as the assistant for the President and the COO, welcoming visitors, providing hospitality, setting up and preparing materials for meetings, etc.
• Coordinate the President and the COO’s meeting schedules, agendas, meeting rooms, set up, etc.
• Manage all aspects of board relations: communication, logistics and materials for meetings, minutes, board books, filing resolutions, new member materials, terms and committees, orientations, retreats and board prospect events.
• Become an expert at using BoardEffects, our board portal software. Set up new users and train new board members on how to use the portal.
• Coordinate logistics, agendas, etc. for bi-weekly executive committee meetings, quarterly manager’s meetings, and other executive meetings as assigned.
• Represent Pathways to Housing PA in a professional and welcoming manner, recognizing that he/she is the “face of the agency” in many situations.
• Manage purchasing, receipts and reconciliations as needed for the President and the COO.
• Manage mail/correspondence, draft replies, and answer calls when the President or the COO is unavailable.
• Assist other team members with events, public relations, media, and marketing.
• Participate in planning various PTHPA in-house and external events.
• Perform other duties as assigned.

Essential Education, Experience, and Skills

• 2-year degree in business related field and 3 years’ experience or 5 years’ experience in executive management support.
• Patience, creativity, flexibility, compassion and sensitivity to persons with disabilities and other minority populations.
• Responsible, confidential, super organized, neat and efficient.
• Excellent communication and writing skills as well as computer literacy; experience and advanced efficiency with Microsoft Office products (especially Excel and Outlook) and use of the internet required.
• Some experience with social media
• Excellent typing skills and knowledge of office equipment (scanner, copier, printer, desktop set up, etc.) use and maintenance.
• Ability to work with diverse populations, including clients and staff, in critical and emergency situations.
• Sensitive to cultural, economic, gender, and sexual orientation differences.

Supervisory Responsibilities: None

Physical Demands and Work Environment: Mostly office environment.  Some community meetings.  Some light lifting is required.  Significant sitting and computer work is required.  Interaction with agency clientele.

Salary Range: $45,000 - $50,000 per year