Executive Assistant & Office Manager: SquashSmarts

Bryn Mawr College; Bryn Mawr (PA); On-site; USD 40,000 - 65,000; Full time

Benefits offered by this job

Employee health benefits

Retirement benefits after one year

Job summary

A youth mentoring organization is seeking an Executive Assistant & Office Manager to support the Executive Director and manage key administrative duties. This role involves organizing schedules, managing financial details using QuickBooks, and assisting with HR related tasks. The ideal candidate should possess excellent communication and organizational skills, alongside proficiency in financial management. Prospective applicants are encouraged to have Spanish language skills. This position also offers employee health benefits and retirement benefits after one year.

Qualifications

• Extensive organizational, time-management, and communication skills.
• Comfort with financial management and reconciliation of records.
• Ability to articulate mission and policies effectively.

Responsibilities

• Review and maintain company records for compliance.
• Coordinate office services and manage relationships with vendors.
• Maintain Executive Director's calendar and assist with scheduling.
• Manage company financials and assist with audits.
• Support human resources and maintain employee records.
• Assist with special events and help foster organizational culture.

Skills

Organizational skills

Time-management

Communication skills

Financial management

Spanish proficiency

Tools

SalesForce CRM

QuickBooks

Microsoft Teams

PayChex

Job description

Founded in 2001, SquashSmarts is an innovative and award-winning out-of-school-time urban youth mentoring program utilizing the sport of squash and academic tutoring. Headquartered in North Philadelphia’s Lenfest Center and West Philadelphia’s Arlen Specter US Squash Center, SquashSmarts mission “improves the lives of underserved youth from Philadelphia public schools by providing intensive, long-term academic tutoring and squash instruction, while imparting high standards of personal integrity, health and fitness, and service to the community.” SquashSmarts Core Programs provide intensive year-round mentoring for children in grades 5-12. SquashSmarts Community Programs provide year-round engagement opportunities for Core Program alumni as well as children and families of all ages from local schools and neighborhoods. SquashSmarts is a 501c3 not-for-profit charitable organization and equal opportunity employer. SquashSmarts is a founding member of the Squash & Education Alliance and the Philadelphia Youth Sports Collaborative. www.SquashSmarts.org

JOB DESCRIPTION

SquashSmarts seeks an Executive Assistant & Office Manager to perform a wide range of key administrative duties vital to supporting the Executive Director, Senior Staff, Board and non-profit operations. Position requires extensive organizational, time-management, computer software, internet research and communication skills. Ideal candidate understands and clearly communicate SquashSmarts’ mission, policies and procedures on a variety of subjects and to effectively articulate our work serving youth in the community.

Responsibilities include:

Administration: Review and maintain company records to ensure consistent adherence to and compliance with organizational handbook and best practices. Coordinate office services and act as primary contact for vendors; manage billing and expenses; serve as liaison to facility owners for repairs and maintenance; manage purchase of staff supplies; operate office equipment; periodic review of rates and services; utilize SalesForce CRM to manage contacts.

Scheduling: Maintain Executive Director (ED) calendar in coordination with Senior Staff, Board and donors.

Financial Management: Manage company financials using QuickBooks and PayChex; reconcile records in coordination with part-time CFO; assist Development staff with gift processing; lead company audit.

Human Resources: Assist ED, Senior Staff and OneDigital (HR consultant) with employee search and on-boarding; provide updates at weekly staff meetings; maintain employee records; utilize Microsoft Teams.

Senior Staff & Board Support: Assist ED and Board with scheduling of meetings and preparation of materials and minutes.

Special Events: Support ED, Development staff with special events including printed materials, registration, vendor contracts.

Culture: Help create and maintain a warm, positive organizational culture through consistent, timely, daily interactions with staff, students, families and partners.

Other: Pass criminal screening; acceptance of at-will agreement; non-US applicants must hold visa for 5+ years; in-person attendance at Board meetings and occasional evening/weekend events

Employee Health Benefits Available; Retirement Benefits After Year 1

Level of Language Proficiency

Spanish proficiency is a bonus

TO APPLY

Candidates please email cover letter, resume and three (3) professional references including full name, phone #, institution, and relationship to candidate, to: Ms. Jeanie Shanahan, Executive Assistant & Office Manager [e-mail]