Administrative Assistant Executive

PATH, Inc.; Philadelphia, Northern (Philadelphia County, KY); Hybrid; USD 42,000 - 54,000; Full time

Benefits offered by this job

Annual increases

Performance bonuses

Comprehensive benefits

Paid holidays, vacation, sick, and/or

Licensure supervision

Job summary

PATH, Inc. is seeking a full-time clerical professional in Philadelphia, PA, to provide executive secretarial support and robust administrative assistance to the Executive Office and PATH’s Board of Directors.

Responsibilities include managing calendars, coordinating meetings, preparing materials, and supporting special projects. The role requires at least a High School diploma with several years of secretarial experience, proficiency in Microsoft Office, and strong organization and

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 with shorthand or speedwriting skills preferred.

Responsibilities

• Provide administrative/secretarial support to CEO, COO and CAO.
• Manage Executive Schedules: organize calendars, schedule appointments, coordinate meetings.
• Communicate via email/phone; liaise with internal and external stakeholders.
• Prepare reports, presentations, and correspondence in professional format.
• Prepare Board materials: agendas, minutes, reports and related documents.
• Coordinate Board/Committee/Executive meetings, including logistics and food service.
• Organize annual Board Retreat logistics and materials.
• Handle general administrative tasks and special projects as requested.
• Assist with project management: meetings, documentation, timelines, budgets.
• Conduct research for the CEO/COO/CAO; use AI tools when appropriate.

Skills

Proficient in Microsoft Office

Accurate typing

Shorthand or speedwriting

Team player

Education

High School Diploma or GED

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Clerical Philadelphia, Philadelphia, PA, US

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.

• Annual increases
• Performance and longevity bonuses
• Comprehensive benefits package for staff and family
• Generous number of paid holidays, vacation, sick, and personal time
• 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.