Executive Assistant

Paycom; Philadelphia (Philadelphia County); Hybrid; USD 60,000 - 80,000; Full time

Job summary

Paycom in Philadelphia is seeking an Executive Assistant to support the Executive Director. This role requires extensive experience in calendar management, communication, and administrative support, ideally in a nonprofit environment.

The ideal candidate will be organized, flexible, and committed to social justice, with proven skills in MS Office Suite and project management. This position offers a hybrid work model with a balance of remote and in-office responsibilities.

Qualifications

• Minimum of 5–7 years of experience supporting at the executive level.
• Demonstrated experience with calendar management and scheduling.
• Strong knowledge of administrative online applications.

Responsibilities

• Heavy calendar management and scheduling for the Executive Director.
• Monitor and distribute communications on behalf of the Executive Director.
• Prepare expense reports and various documents.

Skills

Calendar management

Written communication

Verbal communication

Project management

Customer service

Education

Bachelor’s degree

Tools

MS Office Suite

Zoom

Dropbox

Job description

Location: PHILADELPHIA, PA 19122

Summary/objective: The Executive Assistant will support the Executive Director. The ideal candidate will be experienced in handling a wide range of administrative, operational, and support-related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible, and enjoy the administrative challenges of supporting a small office of diverse people and campaigns. The ability to interact with all staff (at all levels) in a fast‑paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial in this role. Expert‑level written and verbal communication skills, strong decision‑making ability, and attention to detail are equally important. Above all the ideal candidate will have a proven commitment to social justice and express comfort working in a multi‑racial, multi‑faith environment.

Essential Functions

• Responsible for heavy calendar management, which requires interacting with both internal and external executives and assistants, as well as consultants and funders, to coordinate a variety of in‑office, virtual, and off‑site appointments.
• Manage Executive Director’s schedule to priorities by surfacing questions, ensuring enough space/travel time between appointments, and blocking dedicated workspace.
• Conduct background research and profile pertinent materials to prepare Executive Director for upcoming meetings and conferences.
• Manage and maintain travel arrangements, registrations, and reservations.
• Monitor, respond to and distribute incoming and outgoing electronic and hard copy communications on behalf of the Executive Director.
• Prepare expense reports, memos, letters, and other documents using Microsoft Office and/or Google software.
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.

Reasonable Accommodations

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Qualifications

Required education and experience: Bachelor’s degree preferred.

• Minimum of 5–7 years of experience supporting at the executive level, preferably in a nonprofit, public policy or social sciences environment.
• Demonstrated experience with calendar management and scheduling travel arrangements, credit card reconciliation, and managing vendor relationships.
• Demonstrated experience supporting project management and timely follow through on a wide variety of project tasks.
• Strong knowledge of MS Office Suite and extensive skill in administrative online applications, such as Zoom, Dropbox, etc.
• Experience successfully creating and/or modifying processes.
• Positive attitude and flexibility.
• Commitment to POWER Interfaith’s mission, value, purpose and core values.
• Action‑oriented, solution‑driven, with a high level of personal and professional integrity and trustworthiness, along with a strong work ethic.
• Ability to establish and maintain effective relationships, with the innate ability to communicate effectively, both written and orally.
• Excellent interpersonal, project and time management, customer service, and organizational skills.
• Proven ability to work in a variety of culturally‑diverse settings.
• Ability to work both independently and as part of a collaborative team.

Physical Requirements

• Supervisory responsibilities: N/A
• Work environment: Hybrid with 75% remote and 25% in Philadelphia / Allentown office
• Physical demands: 80% sedentary, 3% pushing, 3% lifting and 3% pulling
• Travel required: N/A