Position: Executive Assistant

Location: Bryn Mawr, PA

Position Summary:

We are seeking an Executive Assistant with great communication and organizational skills to accomplish time sensitive tasks and projects on behalf of the CEO & Co-Founder.

Essential Job Responsibilities:

• Serve as a liaison for team members, parents, campers, site schools faculty, Heads of School, ESF Dream Camp Foundation, AWB Foundation, boards and other future entities on behalf of CEO & Co-Founded.
• Develop a system to ensure that tasks assigned to team members by the CEO & Co-Founder are completed and submitted on time; specifically, large-scale projects
• Manage a heavy volume of calls per day. Interface with internal and external callers and relay messages to/from the CEO & Co-Founder. Retrieve voicemail throughout the day and keep a running log of outstanding calls
• Responsible for managing CEO & Co-Founder's email inbox: delete spam and junk mail, flag all actionable emails for review and archive emails for future reference
• Prepare correspondence via email, typed or handwritten letters
• Perform heavy calendar management. Schedule various complex meetings, site visits and conference calls
• Re-confirm all meetings daily and prepare files for all meeting correspondence
• Attend meetings, develop RACI chart, and serve as project manager
• Coordinate venues, catering and audio-visual equipment. Also assist outside individuals with administrative duties when necessary, arranging transportation/travel as needed
• Arrange travel for both business and personal trips, including commercial aircraft, car service, hotel, dinners, appointments, etc.
• Track, submit and process expense reports
• Maintain, file, and distribute certificates of insurance to partner schools, Site Directors and related companies
• Serve as CEO & Co-Founder's liaison for annual school recaps (coordinates with Marketing and Finance)
• Manage and execute timely seasonal projects and assignments (e.g., VIP holiday gifts, staff appreciation events, accident reports, service recoveries, etc.)
• Responsible for ambassador family correspondence during the summer months
• Execute employee recognition letters throughout the summer
• Perform general administrative tasks such as typing, mailing, copying, faxing, scanning, etc.
• Sort and prioritize high volume of mail daily. Respond to and/or process incoming mail
• Archive any items in CEO & Co-Founder's office that can be stored off-site
• As the season changes, new jobs and duties will be added

Qualifications:

• Minimum three (3) years of previous experience working as an Executive Assistant, preferably at the CEO or COO level
• Must have previous project management experience
• Proficient in Microsoft Word, Excel, Outlook, PowerPoint, Access, and Fast Long Hand
• Prior experience working in a fast-paced environment and ability to effectively manage multiple projects and competing priorities
• Must be flexible, pro-active, organized, resourceful and efficient
• Excellent verbal and written communication skills
• Strong decision making ability and attention to detail
• Able to interact with staff at all levels with a high level of professionalism and confidentiality

Education Requirements:

• Bachelor's degree required

Reporting Relationship:

• Reports directly to the CEO & Co-Founder

Working Conditions and Physical Requirements:

• Year-round position
• Minimum 40 hours per week during non-peak season; minimum 45-50 hours per week during peak summer season
• Requires extended periods of time at a computer workstation
• In-person work at ESF Headquarters

General Information:

• We offer a competitive salary, outstanding benefits package and the professional advantages of an environment that supports your development and recognizes your achievements

Organization Overview:

ESF Camps & Experiences has been a vital influence in the camping industry since its evolution in 1982. ESF (Education, Sports, and Fun) features award-winning camp programs in Pennsylvania, New Jersey, New York, Connecticut, Maryland, Delaware, and Florida for people of all ages. ESF is considered one of the country's leading camping companies and people developers.

ESF has benchmarked with blue-chip companies and organizations which include Disney, GE, Cirque du Soleil, Four Seasons, The US Marine Corps and IDEO. ESF operates an impressive portfolio of 40 nationally recognized Day Camps in multiple states (www.esfcamps.com), baseball camps with the Philadelphia Phillies (www.philliesacademy.com) in 4 states and basketball camps in 3 states with the Philadelphia 76ers (www.76erscamps.com) and basketball camps in 3 states with the Brooklyn Nets (www.brooklynnetsbasketballcamps.com).

Our Major Camps are specialty camp programs designed to prepare and empower campers to be tomorrow's leaders by immersing them in a FUN summer experience focused on innovation, creativity, communication, problem solving and collaboration.

We also have a non-profit foundation which focuses on after-school mentoring and summer camps for underserved youth in 2 states (www.esfdreamcamp.org), and a non-profit foundation which provides a unique acting program to children and adults with physical disabilities (http://www.actingwithoutboundaries.org/).