Job Posting - Executive Assistant

Position Specifics

Position:  Executive Assistant                                                     Salary Range: $43,000 - $47,000

                                                                                              

Business Unit:  Research, Policy & Innovation                     Department: Research, Policy & Innovation

Reports To:  Chief Research Officer                                         Posted:  May 31, 2016 – June 14, 2016

Role Summary

This administrative position performs as an assistant to the Chief Research Officer and the Research, Policy & Innovation Business Unit.  This position is responsible for carrying out a wide variety of complex assignments, generally of a non-repetitive nature. Considerable discretion for the exercise of independent judgment is present in the work. Work may be of a highly confidential nature. This position will also assist the Board Liaison with the coordination and support for the work of the Board of Directors. This work involves meeting planning and execution, record keeping and practical administrative assistance.

This position will be responsible for the following duties:

1.       Serve as a major staff assistant to the Chief Research Officer (CRO); bring to their attention matters of a non-routine nature affecting department/unit’s program, policies, and/or procedures.

2.       Maintain and schedule the CRO’s time, work and appointment schedule; coordinate meetings with appropriate people to ensure effective meetings with a minimum of other office disruption and re-scheduling.

3.       Serve in a coordinating and recording capacity in inter-departmental meetings and conferences.

4.       Maintain the tracking of the business unit’s projects including timelines and data as needed.

5.       Assist in the preparation of written presentations of the department’s programs.

6.       Manage the information requests and arrange review meetings for all Requests for Proposal (RFP’s) generated by the Research Policy & Innovation business unit.

7.       Review, sort and classify correspondence and answer those which are within the delegated authority areas.

8.       Arrange services such as maintenance, repairs, supplies, mail and similar routine support activities to ensure the office operates in a clean, efficient and effective manner.

9.       May assist the CRO in the preparation of strategic plans, budgets, time-and-attendance records, records of performance data, confidential reports, and similar activities in support of the office as directed.

10.   Support all grant projects under RPI, including arranging meetings, managing set-ups, food, logistics and recordkeeping of associated organizations.

11.   Post approved information on the website as requested by other staff.

12.   Manage the bulk emailing system as needed to deliver information such as Save the Date, availability of funds, Requests for Proposal postings, and confirmations of meeting specifics.

13.   Work to support the Board Liaison to compile the Board Book as needed and to prepare and provide administrative support to quarterly Board meetings.

14.   Serve as a minute taker for Board Committee meetings as needed and prepare draft minutes and circulate as designated.

15.   Arrange hospitality for Board Committee meetings as needed; ensuring that every aspect of these meetings reflects a culture of welcome.

16.   Provide weekly back –up support to the front desk and as requested.

Education/Professional Experience

Bachelor’s Degree from an accredited college or university and 2 years of administrative work or 3-5 years working as an administrative assistant. Or, any combination of education and experience determined to be acceptable.

Additional Eligibility Qualifications

·         Thorough knowledge of the administrative process and ability to prepare and present comprehensive written and oral reports

·         Excellent oral, written and interpersonal skills 

·         Proficient in the use of personal computers and Microsoft Office Word, Excel, Power Point and Access

·         Ability to organize and prioritize work

·         Ability to work with very little supervision and use discretion for matters affecting programs, policies, and procedures

·         Ability to establish and maintain effective working relationships with all levels Philadelphia Works, staff, administrative officials and the general public

·         Willingness to learn new data and communications systems

Contact Information

Interested applicants should apply online at

www.philaworks.org  and click on

 “About Us” and then “Careers at Philadelphia Works”

Equal Opportunity Employer/Program
Alternate Formats, Auxiliary Aides and Services are available upon request