Administrative Assistant Executive

PATH (People Acting to Help), Inc.; Philadelphia (Philadelphia County); On-site; USD 40,000 - 60,000; Full time

Job summary

PATH (People Acting to Help), Inc. seeks an organized Administrative Assistant to support the Executive Office and PATH’s Board of Directors. You will coordinate executive calendars, prepare communications, and oversee board materials to ensure timely, accurate delivery.

The role requires 3 years of secretarial experience, strong Microsoft Office skills, and a valid driver’s license. This is a full-time, on-site position with opportunities for growth and professional development.

Qualifications

• High School Diploma or GED required; 3 years increasingly responsible secretarial experience preferred.
• Proven ability to manage multiple priorities in a fast-paced office environment.
• Must have valid driver’s license and access to a personal vehicle.

Responsibilities

• Provide administrative/secretarial support to the CEO, COO and CAO.
• Manage Executive Schedules: organize and maintain calendars, schedule appointments.
• Prioritize and respond to emails and phone calls, acting as liaison with internal and external stakeholders.
• Prepare, assemble, and distribute materials for Board of Directors and Committee meetings, including agendas and minutes.
• Coordinate Board/Executive meetings: space, food, communications, and records.
• Organize and coordinate the annual Board Retreat and other leadership events.
• Handle filing, data entry, and maintain office supplies to support daily operations.
• Assist with special projects (scanning, copying, mailing, typing, event planning).
• Assist with project management: organize meetings, maintain documentation and budgets, monitor timelines.
• Conduct research for the CEO, COO or CAO; utilize AI capabilities when appropriate.

Skills

Strong organization

Effective communication

Independent worker

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Job description

WHY WORK AT PATH?

A Career with Meaning

At PATH, our team members are at the heart of what we do, so we work hard to give them the best reasons to work here — and to stay here.

In addition to the satisfaction of making a real difference in people's lives, we offer:

• Competitive pay
• Annual increases
• Performance and longevity bonuses
• Comprehensive benefits package for staff and family
• Generous number of paid holidays, vacation, sick, and personal time
• No-cost pension plan
• Ongoing professional development opportunities, including licensure supervision
• Cutting-edge treatment facility, resources, and treatment modalities
• Opportunities for advancement and growth within the organization
• Eligible for the Federal Public Student Loan Forgiveness (PSLF) program
• Referral bonus for referring a friend who accepts employment

QUALIFICATIONS:

High School Graduate or GED; 3 years increasingly responsible secretarial experience; valid Driver's License and use of personal vehicle; Proficient in Microsoft Office Programs; Accurate typist, shorthand or speedwriting skills preferred. Responsible, dependable individual with the ability to work in a fast-paced office environment with multiple priorities. Must be able to work independently with minimal supervision and be a team player.

JOB SUMMARY:

To promote the mission of PATH to help individuals achieve a more independent and fulfilling life by being an effective team member and to provide administrative support to the Executive Office and PATH’s Board of Directors.

Specific Duties

• Provide administrative/secretarial support to CEO, COO and CAO
• Manage Executive Schedules: Organize and maintain calendars, schedule appointments, and coordinate

meetings to optimize the executive's time.

• Communication Management: Prioritize and respond to emails and phone calls, acting as a liaison

between the executive and internal/external stakeholders.

• Document Preparation: Prepare reports, presentations, and correspondence, ensuring all materials are

accurate and professionally formatted.

• Prepare, assemble, and distribute all materials for Board of Directors and Committee meetings, including agendas, minutes, reports, Board actions, calendars, lists of important Board dates, presentations, and supporting documents. Ensure materials are accurate, professionally formatted, proofread, provided to the appropriate Executive team member for review, revised as directed, and distributed in a timely manner.
• Board and Executive Meeting Coordination: Coordinate logistical arrangements for Board, Committee, Executive Council, and other Executive Office meetings, including reserving meeting space, coordinating schedules and communications, ordering food and refreshments, arranging delivery, setting up and breaking down food service, ensuring meeting supplies and materials are available, and arranging for appropriate leftover food to be provided to a PATH program. Take notes as needed, maintain records of discussions and decisions, and follow up on assigned action items.
• Annual Board Retreat: Organize and coordinate the annual Board Retreat, including scheduling, venue and room arrangements, catering, communications, preparation and distribution of retreat materials, coordination of supplies and equipment, and day-of logistical support to ensure the event runs smoothly.
• Administrative Support: Handle various administrative tasks, such as filing, data entry, and maintaining

office supplies, to support the executive's daily operations.

• Assist with any special projects (scanning, copying, mailing preparations, miscellaneous typing, event

planning, ordering of PATH branded items, etc.) as requested.

• Assist with project management: Organizing meetings, maintaining project documentation and budgets, monitoring timelines, and assisting with reporting to ensure projects are completed on time and within scope.
• Research on various topics as requested by the CEO, COO or CAO.
• Use AI capabilities when appropriate for the task.

Monday through Friday 9:00 am - 5:30 pm