Executive Assistant

Substance Use Philly; Philadelphia (Philadelphia County); Hybrid; USD 69,000 - 86,000; Full time

Job summary

PMHCC, Inc. in Philadelphia, PA seeks an Executive Assistant to provide high-level executive support to the Executive Director, managing complex calendars, travel, communications, and strategic projects.

This role acts as a key liaison with internal and external stakeholders to ensure responsive operations. The position functions beyond a traditional admin role, coordinating meetings, preparing materials, conducting research, and supporting strategic initiatives under tight deadlines.

Qualifications

• Bachelor’s degree and two years of administrative management or related experience.
• Associate’s degree with three years of advanced-level admin work.
• High school diploma with five years of senior-level admin support experience.

Responsibilities

• Manage the Executive Director's calendar, scheduling, travel, correspondence, and day-to-day priorities.
• Serve as primary contact for internal and external communications on behalf of the Executive Director.
• Prepare and edit correspondence, reports, presentations, and meeting materials.

Skills

Executive-level organization

Calendar management

Travel management

Written communication

Verbal communication

Project management

Discretion and confidentiality

Relationship building

Research and reporting

Budget/expense awareness

Independent work

Education

Bachelor’s degree + 2 years admin management

Associate’s degree + 3 years admin work

High school diploma + 5 years admin work

Tools

Microsoft Office

Video conferencing tools

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

6 days ago Requisition ID: 3102

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.