Executive Assistant (part-time)

ECAS, Inc.; Pennsylvania; Presencial; USD 30 000 - 50 000; Tempo parcial

Resumo da oferta

ECAS, Inc. is seeking an Executive Assistant to the President in Pennsylvania. This role provides organizational and administrative support to ensure operations run smoothly, handling calendars, communications, and financial records with discretion.

The ideal candidate is highly organized, proactive, and capable of managing multiple priorities for leadership while maintaining confidentiality. This part-time position offers flexible hours and a chance to contribute to ECAS's trusted partnership

Qualificações

• Experience supporting executive leadership and handling confidential information.
• Strong calendar management and travel coordination.
• Proficient in Microsoft Office and email/communication tools.
• Attention to detail and accuracy in financial records.

Responsabilidades

• Provide day-to-day administrative support to the President.
• Manage the President's calendar, appointments, and deadlines.
• Process payments, organize financial records, and reconcile bills.
• Coordinate with medical, legal, and client-related professionals.
• Maintain confidential client files and documentation.
• Support systems and technology used for scheduling and records.

Conhecimentos

Executive support

Calendar management

Communication

Records management

Confidentiality

Formação académica

Associate degree or equivalent

Bachelor's degree preferred

Ferramentas

Microsoft Office

Email client

Scheduling software

Descrição da oferta de emprego

Description

Trusted Partnership | Exceptional Organization | Operational Excellence

As an Executive Assistant to the President at ECAS, you will play an important role in supporting the daily operations of our organization while helping ensure that client matters are managed with accuracy, efficiency, and care. From coordinating schedules and managing communications to organizing financial records, preparing documents, and assisting with client-related needs, you will provide dependable, detail-oriented support that allows our leadership team to focus on serving those who depend on us.

This role goes beyond traditional administrative support. Our work involves sensitive personal, financial, medical, and legal matters, making sound judgment, confidentiality, and attention to detail essential. The ideal Executive Assistant is highly organized, resourceful, and proactive. It is someone who anticipates needs, takes ownership of responsibilities, and can be trusted to manage multiple priorities with professionalism, discretion, and a genuine commitment to excellence.

What You'll Do

• Provide day-to-day administrative and organizational support to the President
• Manage the President's calendar, coordinate appointments and meetings, and track important deadlines and follow-up tasks
• Retrieve, sort, organize, and distribute mail, identifying time-sensitive correspondence, bills, and important documents
• Review bills, prepare and process authorized payments, reconcile amounts, and maintain accurate financial records and supporting documentation
• Assist with preparing, organizing, and maintaining guardianship paperwork, court filings, reports, and other legal-related documents
• Communicate and coordinate with medical providers, hospitals, care facilities, pharmacies, legal professionals, and other individuals involved in client matters
• Manage incoming calls and emails, prioritize requests, and ensure important communications receive timely attention
• Maintain organized, accurate, and confidential client records, files, and documentation
• Assist with technology and administrative systems, including scheduling platforms, electronic records, security cameras, and everyday office software
• Track outstanding tasks, coordinate follow-ups, and help ensure client-related responsibilities are completed accurately and on time
• Complete occasional errands, document deliveries, and other administrative assignments as needed
• Identify opportunities to improve organization, efficiency, and daily workflows
• Handle sensitive client and business information with strict confidentiality, discretion, and professionalism

Position Details

• Employment Type: Part-time
• Schedule: Flexible hours based on business needs and availability
• Work Environment: Administrative support, client-related coordination, and occasional local errands

Requirements

• Prior experience in executive assistance, office administration, bookkeeping, healthcare administration, or a related field preferred
• Integrity, honesty, confidentiality, and sound judgment are essential
• Strong mathematical skills and exceptional attention to detail, particularly when handling financial records, bills, and payments
• Excellent organizational skills and the ability to manage competing priorities across multiple clients and responsibilities
• Strong written and verbal communication skills with a professional, patient, and compassionate demeanor
• Proficiency with computers, email, calendars, Microsoft Office, and everyday technology, with a willingness to learn new systems
• A proactive, solutions-oriented mindset and the ability to anticipate needs and take initiative
• The ability to work independently, exercise thoughtful judgment, and recognize when matters require leadership's attention
• Dependability, punctuality, and a strong commitment to following through on responsibilities
• Flexibility and adaptability in a dynamic environment where priorities and client needs may change
• A positive, willing-to-learn attitude and a genuine interest in supporting the mission of ECAS
• Valid driver's license and reliable transportation for occasional local errands