Executive Assistant

Job Description

Summary/objective: The Executive Assistant will support the Executive Director. The ideal candidate will be experienced in handling a wide range of administrative, operational, and support-related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible, and enjoy the administrative challenges of supporting a small office of diverse people and campaigns. The ability to interact with all staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial in this role. Expert-level written and verbal communication skills, strong decision-making ability, and attention to detail are equally important. Above all the ideal candidate will have a proven commitment to social justice and express comfort working in a multi-racial, multi-faith environment.

 Essential functions:

• Responsible for heavy calendar management, which requires interacting with both internal and external executives and assistants, as well as consultants and funders, to coordinate a variety of in-office, virtual, and off-site appointments.
• Manage Executive Director’s schedule to priorities by surfacing questions, ensuring enough space/travel time between appointments, and blocking dedicated workspace.
• Conduct background research and profile pertinent materials to prepare Executive Director for upcoming meetings and conferences.

• Manage and maintain travel arrangements, registrations, and reservations.
• Monitor, respond to and distribute incoming and outgoing electronic and hard copy communications on behalf of the Executive Director.  
• Prepare expense reports, memos, letters, and other documents using Microsoft office and/or Google software.
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.         

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Core Competencies:

• Required education and experience: Bachelor’s degree preferred.

• Minimum of 5 – 7 years of experience supporting at the executive level, preferably in a nonprofit, public policy or social sciences environment.  

• Demonstrated experience with calendar management and scheduling travel arrangements, credit card reconciliation, and managing vendor relationships.
• Demonstrated experience supporting project management and timely follow through on a wide variety of project tasks.
• Strong knowledge of MS Office Suite and extensive skill in administrative online applications, such as Zoom, Dropbox, etc.
• Experience successfully creating and/or modifying processes.
• Positive attitude and flexibility.
• Commitment to POWER Interfaith’s mission, value, purpose and core values.
• Action-oriented, solution-driven, with a high level of personal and professional integrity and trustworthiness, along with a strong work ethic.
• Ability to establish and maintain effective relationships, with the innate ability to communicate effectively, both written and orally.
• Excellent interpersonal, project and time management, customer service, and organizational skills.
• Proven ability to work in a variety of culturally-diverse settings.
• Ability to work both independently and as part of a collaborative team.

Physical Requirements:

• Supervisory responsibilities: N/A

• Work environment: Hybrid with 75% remote and 25% in Philadelphia / Allentown office
• Physical demands: 80% sedentary, 3% pushing, 3% lifting and 3% pulling
• Travel required: N/A