Executive Assistant

Hirebridge; Philadelphia (Philadelphia County); On-site; USD 55,000 - 85,000; Full time

Job summary

JEVS in Philadelphia is seeking an Executive Assistant to provide high-level administrative and operational support to executive leadership and the Workforce department. You will manage complex scheduling, prepare reports, coordinate meetings and events, and assist with budgeting and special projects to advance organizational initiatives.

You will serve as a key liaison among senior leadership, Workforce staff, and external partners, handling confidential information with discretion and ensuring

Responsibilities

• Provides high-level administrative and operational support to executive leadership and the Workforce leadership.
• Plans, schedules, and maintains complex calendars; coordinates appointments and meetings.
• Serves as a liaison between senior leadership, Workforce staff, building management, and external partners.
• Coordinates and tracks special projects, grants, events, and other initiatives, including invoicing and reporting.
• Assists with budgeting activities and maintains budget information for the Workforce department and senior leadership.

Job description

At JEVS, we help the people we serve lead self-determined, connected, and hopeful lives that strengthen themselves, their families, and their communities. Our team is more than 1,000 strong, serving the Greater Philadelphia community tirelessly for over 80 years. Our programs are designed to help individuals have a better quality of life. We serve those with disabilities and people facing tough socio-economic conditions. We believe everyone deserves fulfilling jobs, educational opportunities, and access to vital services.

The Executive Assistant provides high-level administrative and operational support to executive leadership and the Workforce department. This position serves as a key liaison among senior leadership, Workforce leadership, staff, internal departments, external partners, and building management. The Executive Assistant manages complex scheduling and correspondence, coordinates meetings and events, supports budgeting and financial activities, prepares reports, and assists with special projects and organizational initiatives.

Responsibilities:

• Provides high-level administrative and operational support to executive leadership, including the President/CEO, Board of Directors, Senior Vice President, Workforce leadership, program directors, and administrative staff.
• Plans, schedules, and maintains complex calendars; coordinates appointments, meetings, conference calls, and meeting logistics.
• Serves as a liaison between senior leadership, Workforce staff, building management, and other internal and external partners.
• Provides ongoing administrative support to Workforce program directors and administrative staff and assists with identifying opportunities to share resources and collaborate across programs.
• Coordinates and tracks special projects, grants, events, and other initiatives, including invoicing, reporting, documentation, and follow-up with multiple stakeholders and funding sources.
• Assists with budgeting activities and maintains accurate budget information for the Workforce department and senior leadership.
• Reviews, codes, processes, and submits invoices; assists with tracking expenditures and financial documentation.
• Manages and reconciles petty cash and maintains appropriate supporting documentation.
• Manages and reviews Workforce timesheets, expense forms, and related administrative documentation.
• Coordinates and assists with special events, meetings, functions, and organizational initiatives.
• Assists with office and space planning and serves as a point of contact with building management regarding facilities-related needs.
• Orders office supplies and administrative materials, monitors inventory, and reviews pricing as appropriate.
• Prepares materials, reports, correspondence, presentations, and other documents for senior leadership and Workforce management.
• Tracks deadlines, deliverables, and follow-up items to ensure projects and administrative activities remain on schedule.
• Performs other related duties and special projects as assigned.