Executive Director Administrative Assistant

Summary: Provides administrative support to the Executive Director.

Essential Duties and Responsibilities: Other duties may be assigned. 

• Maintain clerical duties to support the functions of the office of the Executive Director which includes but is not limited to maintaining and organizing accurate records/files including hard copy and digital filing, providing phone coverage as needed, copying, and organizing resources. 
• Proactively manage and maintain the Executive Director's complex calendar, including scheduling and prioritizing meetings, resolving conflicts, coordinating logistics with internal and external stakeholders, and anticipating scheduling needs.
• Maintain strict confidentiality, high standards or professionalism, and strong customer service at all times. 
• Draft, proofread, and distribute professional correspondence, memos, and reports on behalf of the Executive Director; prepare agendas, take meeting minutes, and track action items through to completion.
• Effectively apply current and emerging technologies—including but not limited to: approved artificial intelligence (AI), Google Suite, Microsoft 365 (Outlook, Excel, Word, PowerPoint), and Canva to enhance productivity, streamline communication, and improve the quality of work products. 
• Assist with tracking departmental expenses, processing invoices, and managing reimbursements in accordance with IU policies.
• Plan, coordinate, and support special events and projects at the direction of the Executive Director, which may require travel, time outside of the standard workday, and overnight stays; must be available and willing to accommodate occasional overnight travel as needed.
• Arrange and coordinate all travel logistics for the Executive Director including transportation, lodging, and itineraries for conferences and events.
• Develop and sustain community and school partnerships through excellent written and oral communication, professional conduct, and a commitment to representing BLaST IU 17 positively in all interactions.
• Develop and maintain positive, customer service-oriented relationships with key stakeholders including but not limited to superintendents, school board members, elected officials, and the Pennsylvania Department of Education.
• Attend training opportunities as requested by the Executive Director.
• Must possess and maintain a valid Pennsylvania driver's license and reliable personal vehicle for use in traveling to meetings, events, and work sites across the region as directed by the Executive Director.
• Other duties as assigned.

Qualifications and Skills Required: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Excellent knowledge, skills, and experience using  technology including but not limited to: artificial intelligence (AI), Google Suite, Microsoft 365 (Outlook, Excel, Word, PowerPoint), and Canva.
• Excellent time management, organizational skills, and ability to maintain and prioritize task lists in a fast-paced environment.
• Excellent listening skills, verbal and written communication and presentation skills.
• Skilled at representing executive leadership with professionalism and warmth across all levels of the organization.
• Demonstrated commitment to equity and inclusion in all interactions and communications.
• Exceptional attention to detail with a consistent record of producing accurate, error-free work products and records.
• Ability to work effectively in a changing environment, including some evenings and travel as needed.
• Proven ability to work both collaboratively as part of a team and independently with minimal supervision, adapting seamlessly between both modes as the situation demands.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously.
• Resourceful problem-solver who can navigate ambiguity, exercise sound judgment, and drive initiatives forward with minimal direction.
• Impeccable ethics, professionalism, punctuality, and confidentiality.
• Demonstrated ability to work independently with minimal supervision, anticipate needs proactively, and take initiative to resolve issues.

Education and/or Experience:

• Minimum of Associate’s degree in related field 
• Experience in providing administrative support 

Other Skills and Abilities: 

Ability to operate a computer on multiple platforms. Ability to communicate clearly and concisely, both orally and in writing. Ability to take initiative and also work with a team. Ability to perform duties with awareness of all Intermediate Unit requirements and Department of Education policies. 

Language Skills: 

Ability to read, analyze, and interpret general educational periodicals, professional journals, data sets, technical procedures, or governmental regulations. Ability to write reports and professional correspondence. Ability to effectively communicate and present information and respond to questions from groups of staff, teachers, parents, and the general public. 

Reasoning Ability: 

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. 

MATHEMATICAL SKILLS: 

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret graphs or charts.

PHYSICAL DEMANDS: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently walking and standing while performing the duties of this job. The employee may frequently bend or twist at the neck and back while performing the duties of this job.  Specific vision abilities required by this job include peripheral vision and close vision such as to read typewritten material.  The employee may occasionally lift up to 25 pounds such as computers or AV equipment.

WORK ENVIRONMENT: 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.  The employee is frequently required to interact with professional staff.