Description

Position Summary

This administrative position performs as an assistant to the Chief Operating Officer and the Operations Business Unit. They are responsible for carrying out a wide variety of complex assignments, generally non-repetitive. Considerable discretion for the exercise of independent judgment is present in the work. Work may be highly confidential. This work involves meeting planning and execution, complex calendar management, and other administrative assistance.

Essential Functions

1. Serve as a major staff assistant to the Chief Operating Officer (COO); bring to their attention matters of a non-routine nature affecting the department/unit’s program, policies, and/or procedures.

2. Serve in a coordinating and systemizing capacity as it pertains to the administrative support of the Business Unit.

3. Maintain and schedule the COO’s time, work, and appointment schedule; coordinate cross-team and/or public-facing Operations meetings with appropriate people to ensure effective meetings with a minimum of other office disruption and rescheduling.

4. Coordinate travel and hotel accommodation for out-of-town conferences and other events attended by the COO and other staff in the Business Unit. Submit and monitor the progress of invoices and reimbursements.

5. Process all invoices and credit card payments related to Operations expenses, including completing expenses, reimbursement, and Amex reports.

6. Assist in the drafting, formatting, and proofreading of written documentations and presentations of the department’s programs and other endeavors; will often be expected to move forward without complete context (funding applications, PowerPoint presentations, Excel tracking forms, etc.).

7. Assist with event planning, consultant procurement, and quote requests/comparisons as related to programmatic activities.

8. Review, sort, and classify Operations’ correspondence and respond to those that are within the delegated authority areas.

9. Assist the COO and the Operations management team in the preparation of strategic plans, budgets, time-and-attendance records, terminations, new hires, transfers, records of performance data, confidential reports, and similar activities in support of the office as directed.

10. Manage the Business Engagement and Youth Board committees’ quarterly meetings in person, via conference call, or remotely, including but not limited to coordinating dates, managing guest lists and invitations, preparing and distributing agendas and slide decks, taking meeting minutes, and maintaining clear records of follow-up items.

11. Prepare and/or serve as coordinator in the preparation of special reports affecting major aspects of the department’s operations, program, or policy.

12. Provide administrative support with organization-wide or cross-departmental projects and meetings on behalf of the Operations Business Unit.

13. Maintain shared Operations calendar denoting out-of-office time and hybrid schedule for staff.

14. Develop and maintain client data status reports, as needed.

15. Manage PA CareerLink® related services such as maintenance, repairs, ordering branded/event supplies, and similar routine support activities to ensure the centers operate cleanly, efficiently, and effectively.

16. Update and maintain office policies and procedures, performing research when necessary.

17. Work in collaboration with the designated coordinator in the compilation of the board book.

18. Perform other job-related duties as assigned.

Requirements

Education/Professional Experience

Bachelor’s Degree preferred from an accredited college or university, and 4 years of experience as an executive assistant with experience supporting multiple department management staff. Or any combination of education and experience determined to be acceptable.

Skills & Qualifications

· Thorough knowledge of the administrative process and ability to prepare and present comprehensive written and oral reports

· Excellent oral, written, and interpersonal skills

· Proficient in Microsoft Office programs, including Word, Excel, PowerPoint, and SharePoint

· Proficient in the use of video conferencing platforms (Zoom, Teams, etc.) and experience successfully administering virtual and hybrid meetings

· Must be organized, efficient, and self-directing in a multi-task environment

· Ability to maintain balance among multiple priorities

· Excellent calendar management skills

· Ability to handle confidential information with discretion and exercise good judgment

· Ability to work with very little supervision and use discretion for matters affecting programs, policies, and procedures

· Strong attention to detail and problem-solving skills

· Ability to carry out assignments requiring the obtaining of facts, organization of material, evaluation of data obtained, and preparation of reports based thereon

· Ability to establish and maintain effective working relationships with all levels of Philadelphia Works, Inc. staff, administrative officials, and the general public.

Equal Opportunity Employer

Philadelphia Works is an equal opportunity employer and complies with all laws prohibiting discrimination based on race, color, national origin, ancestry, religion, sex (including sexual orientation, transgender status, and gender identity or expression), pregnancy (including childbirth, lactation, and related medical conditions), physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed servicemember status, or any other basis protected by federal, state or local laws, in all matters pertaining to recruitment, selection, compensation, training, advancement and promotion, retention, discipline, and termination.

Philadelphia Works Inc

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