Youth Enrichment Services
Office Administrator and Executive Assistant Report to: Executive Director
FLSA Status: Exempt

Youth Enrichment Services (YES) is a high-impact, innovative, community, and youth-driven organization whose primary mission is to empower youth through mentorship, education, and enrichment. As a 30-year-old agency, we are excited about our organizational history, legacy, and resiliency and are seeking highly qualified, highly motivated individuals to help us chart new territory and fulfill our mission.

As an Office Administrator, one is responsible for overseeing the operational and administrative functions of YES. The Office Administrator will provide daily office management and work strategically and intentionally with staff to ensure organizational systems and structures are upheld. The Office Administrator will provide assistance to the executive director and leadership team as needs and special projects arise. Finally, the Office Administrator will support programming and resource allocation to fulfill YES’ mission.

Personnel

• Manage all staff documents including clearances, tax forms, insurance forms, evaluations, timesheets, and vacation requests
• Manage and track staff Google calendars
• Manage weekly communication to staff regarding important events, reminders, programing, and other information
• Support organization timekeeping systems
• Oversee physical and electronic recordkeeping of all personnel documents
• Support employee evaluation process
• Support employee onboarding process
• Support staff termination protocols

Office Management

• Oversee and manage daily operations
• Welcome and direct visitors, manage traffic flow
• Supervise office calendars and manage room reservations
• Track incoming and outgoing mail
• Monitor and maintain stock for all office supplies
• Manage office cleanliness

Programming Support

• Manage programmatic use of office space
• Coordinate special events in office and at external sites
• Provide set-up and clean-up support for large-scale programs
• Oversee programmatic resource support (i.e. food and other materials) for in-office and off-site programming, including managing program funds request calendars
• Attend and support various programs as needed

Executive Assistance

• Communicate organizational updates to Executive Director and disseminate Executive Director communications to rest of staff
• Manage Executive Director’s calendar and provide meeting scheduling and set-up support
• Support Executive Director in transcribing notes, writing tasks, creating visuals, conducting research, or developing presentations
• Communicate with YES Board of Directors to obtain materials, schedule meetings, and disseminate information
• Interface with Executive Director and YES staff regarding use of company credit card
• Meet with Executive Team weekly to receive updates and plan for coming week

Special Projects

• Support organizational social media, website, and marketing efforts
• Support special events (i.e. anniversary celebration, symposiums, etc.)
• Support presentation, workshop, and conference preparation
• Support organization’s interns and volunteers
• Provide occasional support with grant proposals and compiling supplemental grant materials
• Perform other duties as necessary to support organization operations

Skills

• Technology proficiency (Microsoft Office, Google Suite, and other software)
• Organizational skills
• Sound judgment to make reasonable decisions
• Self-motivation
• Collaboration Skills
• Coordination skills
• Customer service skills
• Writing Skills
• Communication Skills
• Event Planning Skills
• Problem Solving Skills
• Prioritization skills

Credentials

• Bachelor’s Degree Preferred
• Highschool Diploma with 2-4 years of reception and office management/ administration experience accepted
• Current Pennsylvania Act 3/34 and FBI Clearance

Compensation

• Compensation is commensurate with experience ($45,000 - $55,000)

COVID-19 Policies

• Applicants should be able to interface with the public under COVID-19 protocols.

Application Requirements

• Please review our website (www.yespgh.org) and submit your resume, a letter detailing your ability to fulfill the job expectations, and three professional references to dljones@yespgh.org.

Timeline

• Role will begin in April as a full-time position. Onboarding and other training may begin earlier as schedules allow.

Job Type: Full-time

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Parental leave
• Professional development assistance
• Vision insurance

Schedule:

• Monday to Friday

Ability to Relocate:

• Pittsburgh, PA 15206: Relocate before starting work (Required)

Work Location: In person