Executive Admin Assistant

Essential Functions:

Under the leadership of the President/CEO, the Executive Assistant will provide high-level support to the CEO with additional responsibilities supporting the staff team. This role requires a proactive approach to anticipating needs, managing schedules, and facilitating effective communication across the organization. The successful candidate will be detail-oriented, proactively supportive, team-oriented, discrete, and able to represent the organization professionally both internally and externally.

The ideal candidate for this role will possess the following primary competencies:

1. Executive Support: Demonstrates exceptional ability to anticipate and meet needs, managing complex priorities and serving as a trusted assistant.
2. Communication: Exhibits strong written and verbal communication skills with the ability to interact professionally with all levels of staff, board members, and external stakeholders.
3. Discretion and Judgment: Maintains confidentiality and exercises sound judgment when handling sensitive information.
4. Problem-Solving: Identifies challenges proactively and implements solutions efficiently, minimizing disruptions and maintaining smooth operations.

Job Specifications:

The Executive Assistant will provide dedicated support to the CEO while also handling select administrative duties for the organization. Responsibilities include:

CEO Support

• Serve as the primary point of contact and gatekeeper for the CEO
• Manage the CEO's calendar, including scheduling meetings, appointments, and conference calls
• Process and prepare correspondence, reports, and presentations for the CEO
• Coordinate travel arrangements for the CEO, prepare itineraries, and process expense reports
• Provide high-level administrative support for CEO's strategic initiatives and projects

Board of Commissioners

• Coordinate board and committee meetings, including scheduling, preparing agendas, and ensuring follow-up actions
• Take minutes for quarterly commission meetings and monthly Board committee meetings
• Assist with preparation of board materials and uploading documents to board management software

Office Administration

• Support the President/CEO and Director of Operations in reviewing contracts with vendors
• Process incoming and outgoing mail semi-weekly, including scanning and filing documents in appropriate company shared folders
• Manage organizational records including checks, deposits, and financial documentation
• Monitor and respond to the info@pacepgh.org email account
• Order and maintain office supplies and equipment
• Maintain organized electronic and physical filing systems
• Participate in professional development opportunities including trainings and workshops

Programming/Event Support

• Maintain and update the organization-wide shared calendar
• Support advancement activities including printing donor thank you letters and managing event platforms
• Assist PACE Director of Strategic Advancement with Inclusive Voices Event coordination and promotion
• Coordinate logistics for PACE events including catering, supplies, and venue arrangements, when needed
• Perform other duties as assigned

Education/Experience Requirements:

• Associate's degree or equivalent combination of education and experience
• Minimum of 3 years of experience providing direct support to senior executives
• Knowledge of non-profit operations and governance
• Proficiency in Microsoft Office Suite, including advanced skills in Outlook, Word, Excel, and PowerPoint
• Experience with scheduling software and electronic calendar management
• Strong organizational skills and ability to prioritize multiple tasks
• Excellent written and verbal communication skills
• Experience working in a team environment with various stakeholders

Preferred Qualifications:

• Bachelor's degree
• 5 years of experience as an executive assistant to C-level executives
• Familiarity with board management software
• Experience with project management software (Asana, Trello, or equivalent)
• Event planning experience
• Prior experience in a non-profit organization

Physical Working Conditions

While performing the duties of this job, the employee may be required to remain in a stationary position for periods of time; operate standard office equipment; communicate effectively in person and via telephone/email. The employee must be able to lift up to 20 pounds occasionally. The noise level is usually minimal to moderate.

This description is a summary of the functions of this position. Other duties may be assigned as needed. PACE reserves the right to review and adjust this job description as business needs dictate.

Job Structure and Compensation

This is an hourly, contracted position for up to six months with the potential to extend. The hourly rate will be $25-$35/hour, commensurate with the candidate’s experience. The expectation will be 20-30 hours of work per week, not to exceed 32 hours.

About PACE

For over 55 years, the Program to Aid Citizen Enterprise (PACE) has been advancing equity and challenging injustice in Pittsburgh and western Pennsylvania. We've provided over $15 million in grants plus technical assistance to more than 450 community-based nonprofit organizations.

At PACE, we're capacity builders. Every program we deliver helps nonprofit leaders and practitioners grow their skills, expand their networks, and better serve their communities. Our team is highly professional, collaborative, and committed to our mission. We offer a flexible work environment with hybrid-remote arrangements that support work-life balance. If you're looking for meaningful work with an organization that has a distinguished track record of community impact, PACE may be the place for you.

To Apply: Please send your resume with a cover letter detailing your interest and fit for the position, and your favorite color. Please also provide names and contact information for two (2) professional references. You may send these items to mrichardson@pacepgh.org. Applicant materials will be reviewed on a rolling basis until the position is filled.

Program to Aid Citizen Enterprise (PACE) celebrates diversity and is committed to creating an inclusive environment for all employees. We welcome applicants of all backgrounds and do not discriminate based on any protected status.