Executive Assistant

ADP, Inc.; Philadelphia (Philadelphia County); On-site; USD 69,000 - 86,000; Full time

Job summary

PMHCC, Inc. is seeking an Executive Assistant in Philadelphia to provide high-level administrative support to the Executive Director.

The role involves managing the calendar, travel, and day-to-day priorities, while serving as the primary liaison for internal and external stakeholders. The position requires a bachelor's degree with two years of admin management experience, plus strong communication, project management, and confidentiality skills.

Qualifications

• Completion of a bachelor’s degree and two years of experience in administrative management or related position.
• Completion of an associate’s degree program and 3 years of advanced-level administrative work providing complex support services.
• High school diploma and 5 years of advanced-level administrative work providing complex administrative support services.

Responsibilities

• Manage the Executive Director's calendar, scheduling, travel, correspondence, and day-to-day priorities.
• Serve as primary point of contact and support internal and external communications on behalf of the Executive Director.
• Prepare and edit correspondence, reports, presentations, memos, agendas, and meeting materials.
• Conduct research and analysis and prepare summaries and reports to support executive decision-making.
• Coordinate meetings, events, retreats, trainings, and other convenings, including logistics and follow-up.
• Track projects, deadlines, deliverables, and action items to support strategic initiatives.
• Represent or support the Executive Director in meetings, task forces, workgroups, and special projects.
• Support administrative functions related to budgets, contracts, invoices, expense reports, vendors, and external partners.

Skills

Calendar management

Travel management

Written communication

Project management

Prioritization

Confidentiality

Interpersonal skills

Research and reporting

Meeting coordination

Budget and contracts

Independent work

Microsoft Office

Education

Bachelor's degree

Associate's degree

High school diploma

Tools

Microsoft Office Suite

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.

Executive Assistant

Regular Full-Time Philadelphia, PA, US

Salary Range: $68,761.00 To $85,953.00 Annually

Position Summary:

The Executive Assistant will provide comprehensive support services to the Executive Director that ensures outstanding communication and responsiveness. Provides analytical and specialized administrative support with complex details and advanced administrative duties. Serve as key liaison between Executive Director (ED) and key internal/ external stakeholders, providing excellent customer service. Support the Executive Director in strategic communications, organizational strategy, and all other special projects as assigned.

In short: This is more than a traditional administrative assistant position. It functions as a high-level executive support and project coordination role, helping the Executive Director manage priorities, communications, relationships, operations, and strategic initiatives

Duties and Responsibilities:

Key responsibilities include:

• Managing the Executive Director's calendar, scheduling, travel, correspondence, and dayto-day priorities.
• Serving as a primary point of contact and supporting internal and external communications on behalf of the Executive Director.
• Preparing and editing correspondence, reports, presentations, memos, agendas, meeting materials, and other documents.
• Conducting research and analysis and preparing summaries and reports to support executive decision-making.
• Coordinating meetings, events, retreats, trainings, and other convenings, including logistics, minutes, action items, and follow-up.
• Tracking projects, deadlines, deliverables, and action items to support implementation of strategic initiatives.
• Representing or supporting the Executive Director in meetings, task forces, workgroups, and special projects.
• Supporting administrative functions related to budgets, contracts, invoices, expense reports, vendors, and external partners.

Skills Required:

• Executive-level organization and time management
• Calendar, scheduling, and travel management
• Strong written and verbal communication
• Project management and follow-through
• Ability to prioritize and manage multiple deadlines
• Sound judgment, discretion, and confidentiality
• Strong interpersonal and relationship-building skills
• Research, analysis, and report preparation
• Meeting and event coordination
• Budget, invoice, and contract administration
• Proficiency with Microsoft Office and virtual meeting platforms
• Ability to work independently and take initiative

Education and Experience:

Completion of a bachelor’s degree at an accredited college or university and two years of experience in administrative management or related position. Completion of an associate’s degree program at an accredited college and 3 years of advanced-level administrative work providing complex administrative support services. High school diploma and 5 years of advanced-level administrative work providing complex administrative support services.

Equal Opportunity Employment:

PMHCC, Inc. is committed to equal opportunity. It is our policy to support equal employment for all employees and applicants without regard to race, religion, color, sex, sexual preferences, age, national origin, disability, behavioral health status, military status or any other characteristic protected by law.

Americans with Disabilities Act:

Employees as well as applicants who are currently, or become disabled, must be able to perform the functions of the job with either reasonable accommodation or unaided.