Executive Assistant I

Community College of Philadelphia; Philadelphia (Philadelphia County); Sur place; USD 52 000 - 68 000; Plein temps

Résumé du poste

The Community College of Philadelphia seeks an Executive Assistant I to provide comprehensive administrative and operational support to the Chief of Staff and Deputy Chief of Staff. You will coordinate departmental systems, schedules, and workflows, and serve as a liaison with internal departments and external partners.

You will also assist with contract processing, partnership coordination, and cross‑functional projects, ensuring timely communications and accurate recordkeeping across the

Qualifications

• High school diploma or equivalent required.
• Six years of progressively responsible administrative support experience.
• Demonstrated proficiency with Microsoft Word, Excel and PowerPoint.
• Strong attention to detail and data entry accuracy; ability to manage multiple tasks with changing priorities.
• Excellent interpersonal, written and oral communication skills; strong planning and organizational abilities.
• Demonstrated ability to collaborate well with others and maintain professionalism.

Responsabilités

• Provide high-level administrative and operational support to the Deputy Chief of Staff, including calendar management, meeting coordination, correspondence, and follow-up on departmental priorities.
• Coordinate meetings involving College leadership, internal departments, external partners, and community stakeholders, including scheduling, logistics, agendas, materials, and follow-up activities.
• Serve as a central point of contact for the department, coordinating information and communication among internal and external stakeholders.
• Oversee the administrative lifecycle of contracts, MOUs, and related documents, including initiation, tracking, and approval processes.
• Support partnership initiatives by coordinating meetings, maintaining records, tracking commitments and deliverables, and facilitating communication among College departments and external partners.

Connaissances

Word

Excel

PowerPoint

Attention to detail

Multitasking

Communication

Interpersonal skills

Formation

Associate’s degree preferred

Description du poste

The Executive Assistant I provides comprehensive administrative and operational support to the Chief of Staff and Deputy Chief of Staff and supports the day-to-day functions of the Office of the Chief of Staff & Partnerships. The position coordinates departmental systems and operations, schedules meetings and engagements, manages administrative processes, and serves as a liaison with internal departments and external partners.

The Executive Assistant I also oversees the administrative processing and tracking of contracts and agreements, supports partnership coordination and related activities, and assists with projects and initiatives that advance the work of the department. The position provides administrative and operational support to the Office of the President and Office of Strategic Events, as needed. Works collaboratively across the College to ensure timely communication, effective coordination, accurate recordkeeping, and successful completion of departmental priorities.

The Executive Assistant I is responsible not only for supporting an individual executive, but for coordinating the administrative infrastructure of the department; contracts, partnerships, meetings, records, workflows, financial documentation, projects, accountability, and cross-functional follow-up across among leaderships team, campus partners and external affiliations.

• Provide high-level administrative and operational support to the Deputy Chief of Staff, including calendar management, meeting coordination, correspondence, and follow-up on departmental priorities.
• Coordinate meetings involving College leadership, internal departments, external partners, and community stakeholders, including scheduling, logistics, agendas, materials, and follow-up activities.
• Serve as a central point of contact for the department, responding to inquiries and coordinating information, requests, and communication among internal and external stakeholders.
• Oversee the administrative lifecycle of contracts, agreements, memoranda of understanding (MOUs), and related documents, including initiation, tracking, coordination of required documentation, and facilitation of review and approval processes.
• Support partnership initiatives by coordinating meetings, maintaining records and documentation, tracking commitments and deliverables, and facilitating communication among College departments and external partners.
• Develop, maintain, and improve departmental systems, workflows, records-management processes, and administrative procedures to enhance organization, efficiency, communication, accountability, and document retention.
• Establish and maintain systems for tracking departmental projects, assignments, contracts, partnership activities, deadlines, and action items; monitor progress and provide follow-up to support timely completion.
• Prepare, edit, proofread, and distribute correspondence, reports, presentations, briefing materials, meeting documents, and other communications on behalf of the department.
• Assist with departmental financial and purchasing activities, including purchase requisitions, purchase orders, invoices, reconciliations, expense reports, payments, and budget-related documentation.
• Coordinate travel arrangements, site visits, event logistics, and other operational activities as assigned.
• Provide administrative and operational support for strategic initiatives, special projects, and activities led by the Office of the President, Office of Strategic Events, and Office of the Chief of Staff & Partnerships, as assigned.
• Support College-wide events, partnership activities, and institutional initiatives by coordinating schedules, documentation, contracts, vendor information, facility-use processes, and related administrative requirements.
• Exercise discretion and sound judgment in handling confidential, sensitive, and time-sensitive information.
• Provide responsive, professional, and customer-focused service to students, employees, College leadership, external partners, and community stakeholders.
• Perform other related duties as assigned.

• High School diploma, or equivalent (e.g. GED) is required.
• Six (6) years of work experience in a progressively responsible administrative support position is required.
• Demonstrated pro?ciency with Microsoft Word, Excel and PowerPoint is required.
• Strong attention to detail and data entry accuracy is required. Demonstrated ability to perform multiple tasks with changing priorities is required.
• Excellent interpersonal, written and oral communication skills required. Strong planning and organizational skills required.
• Demonstrated ability to collaborate well with others is required. Demonstrated professionalism and e?ective oral and written communication skills are required.
• Excellent time management skills required.
• Ability to maintain sensitivity, understanding and respect for a diverse academic environment inclusive of students, faculty and sta? of varying social economic, cultural, ideological and ethnic backgrounds required.

• Associate’s degree preferred.