Executive Assistant

Acelero Learning; Pennsylvania; On-site; USD 68,000 - 84,000; Full time

Benefits offered by this job

Paid time off (5 weeks first year)

401K matching

Vested benefits

Job summary

Acelero Learning is seeking an Executive Assistant to support the Delegate Vice President and the program with organized, proactive administrative services. This role coordinates daily tasks, manages communications, and maintains records to enable effective operations across stakeholders.

You will develop systems for information flow, prepare meeting materials, and handle travel, scheduling, and expense processes while upholding confidentiality and professionalism in a fast-paced environment.

Qualifications

• AA/AS in business or related field.
• Prior experience with office/general administration.
• Physical exam and background checks are required.
• Travel required locally or long-distance up to 10% of the time for work-related meetings and functions.
• Must have a valid driver’s license and/or reliable transportation.

Responsibilities

• Answering and screening calls, handling messages, mail, faxes, and routine duties to assist senior staff.
• Prioritize projects and deliver high-quality results on time.
• Develop systems to organize information and share with others.
• Draft minutes, emails, memos, and reports.
• Prepare meeting agendas and distribute ahead of time.
• Maintain reports, records, and Master Binders accurately.
• Greet visitors courteously and assist them.
• Oversee operation of office equipment (copier, computer, fax, phone).
• Manage vendor relations and purchase requisitions.
• Manage petty cash documentation and reimbursements.

Skills

Administrative support

Communication

Organization

Education

AA/AS in business or related field

Job description

Are you a socially conscious, dedicated individual who is committed to building a better future for children, families, and their communities? If so, join us as we support early childhood education programs across the country to create positive outcomes for the children and families served.

The Executive Assistant is responsible for providing administrative support to the Delegate Vice President and to the overall program. This position will initiate and coordinate the administrative functions required in effective implementation of administrative policies of the program. The Executive Assistant Uses effective organizing systems to provide administrative support to a variety of stakeholders and projects.

Why Acelero?

Our mission is bold: To design and deliver research and evidence-based approaches to eliminate the gaps between young childrenʼs inherent potential and their achievement in school and life. With our partners, we accelerate child and family outcomes that honor all of the aspirations and cultures of the communities we serve.

Our values: Data-Informed Learning; Transparent & Open Communication; Growth Mindset; Championing Equality; Caring Teams & Communities.

What You’ll Do:

• Performs daily administrative duties such as answering and screening telephone calls, taking messages, sorting and distributing incoming mail and faxes, copying and collating, and other routine duties necessary to assist senior personnel and departmental management.
• Prioritizes projects delegated by a variety of staff to accomplish tasks in the time frame specified and at a high level of quality.
• Develops systems to effectively organize information and provides it to others as needed.
• Communicates information in minutes, e-mail, memos and other written and verbal correspondence, drafts and edits correspondence, reports, forms, charts, memos, and other documents.
• Assists in the preparation of meeting agendas and materials, distributes such items in advance to members within agreed upon time frames.
• Ensures that all reports, records and assigned Master Binders are maintained accurately and promptly.
• Greets and assists visitors in a courteous and helpful manner.
• Oversees the operation of various office machines to include copier, computer, fax, phone and mail machine.
• Files, stores, and destroys old records as instructed.
• Coordinates purchase requisitions and maintains vendor relationships.
• Manages inventory and distribution of office supplies for Headquarters.
• Maintains proper documentation of all expenditures for reimbursements, petty cash, and purchase orders (e.g. receipts, boarding passes).
• Processes check requests and tracks completion of all requests to ensure that all invoices and employee requests are completed accurately and timely.
• Manages petty cash system by distributing petty cash to employees as needed and ensuring sufficient funds for all requests in accordance with fiscal policies and procedures.
• Maintains the confidentiality of correspondence, documents, discussions, meetings, telephone calls, and staff and family information.

What You’ll Bring:

1. AA/AS in business or related field.
2. Prior experience with office/general administration.
3. Physical exam and background checks are required for this position.
4. Travel required locally or long-distance up to 10% of the time for work-related meetings and functions.
5. Must have a valid driver’s license and/or reliable transportation.

How Much:

This position pays $76,000 annually.

Why You’ll Love Working with Us:

• A meaningful mission that drives real change in the lives of children and families
• A collaborative, inclusive team that values your growth and well-being
• Robust benefits that support your total wellbeing, including:

Why Acelero Learning or Shine Early Learning?

• Ability to make an impact in the lives of the children, families, and partners we serve
• Career growth and professional development opportunities
• Supportive working environment
• Average of 5 weeks of paid time off during 1st year of employment
• Comprehensive benefits, including 401K matching and 100% vesting program

We are an equal opportunity employer, committed to creating a diverse and healthy work place.