Executive Assistant

Reports To: Executive Director

Organizations: Steel Rivers Council of Governments (SRCOG) and Tri-COG Land Bank

Job Summary

The Executive Assistant provides high-level administrative and operational support to the Executive Director (ED) and Senior Leadership, serving both the Steel Rivers Council of Governments (SRCOG) and the Tri-COG Land Bank (TCLB). This position requires a highly organized, proactive, and detail-oriented individual who demonstrates sound judgment, professionalism, and the ability to manage multiple priorities in a dynamic nonprofit environment.

The Executive Assistant acts as a strategic partner to the Executive Director, anticipating needs, identifying and addressing potential challenges, and ensuring the smooth coordination of organizational priorities and activities. They will also work closely with Senior Leadership to ensure efficient coordination of operations across both organizations.

Key Duties and Responsibilities

Executive Support

• Serve as the primary administrative point of contact for the Executive Director and Senior Leadership.
• Manage and coordinate multiple calendars, scheduling meetings and appointments involving diverse stakeholders and complex availability.
• Anticipate needs and priorities of the Executive Director and Senior Leadership providing concise summaries and recommendations as needed.
• Coordinate and organize staff meetings, ensuring agendas reflect leadership priorities and that follow-up actions are tracked and completed.
• Serve as liaison between the Executive Director, Senior Leadership, and internal staff across SRCOG and TCLB to communicate updates, gather information, and maintain alignment on initiatives.
• Represent the Executive Director professionally in interactions with board members, partner organizations, and community representatives.

Board and Committee Support

• Provide administrative support for all board and committee activities of both organizations.
• Prepare, distribute, and maintain board and committee meeting agendas, materials, and minutes.
• Record accurate and professional minutes and ensure timely distribution for review and publication.
• Maintain organized and accessible records of board and committee documents, correspondence, and actions.

Finance Support

• Assist the Director of Finance and Administration with basic bookkeeping functions in QuickBooks, including data entry of invoices, credit card charges, and check processing.
• Manage the disposition and flow of checks and ensure accurate recordkeeping.
• Support financial and administrative processes such as procurement, expense tracking, and document management.

Program Operations Support

• Assist in the implementation of new programs and expansion of existing programs funded by grants or other sources.
• Manage grant-related documentation for both State and Federal funding, ensure compliance with administrative requirements.
• Provide operational support across multiple programs within SRCOG, TCLB and the Community Violence Reduction Initiative as needed.

Communication and Coordination

• Serve as a professional and responsive point of contact for inquiries directed to the Executive Director’s office.
• Prioritize and triage communications to ensure timely responses and follow-up actions.
• Coordinate logistics for internal and external meetings, events, and special projects.
• Maintain confidentiality of sensitive information at all times.

Education and Experience

• Associate’s degree required; Bachelor’s degree preferred.
• Minimum five (5) years of progressively responsible administrative experience, preferably supporting senior or executive-level leadership in a nonprofit, governmental, or public sector organization.
• Demonstrated proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Sharepoint and QuickBooks.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities under tight deadlines.
• Demonstrated ability to exercise discretion, maintain confidentiality, and exhibit sound professional judgment.
• Proven ability to anticipate needs, think critically, and develop proactive solutions.

Required Skills

· Professionalism: Represents leadership with integrity, discretion, and diplomacy.

· Organization: Manages multiple priorities effectively and maintains accurate records.

· Communication: Communicates clearly and effectively across diverse stakeholders.

· Proactive Mindset: Anticipates needs and takes initiative to solve problems.

· Mission Alignment: Demonstrates commitment to community impact and organizational values.

Work Environment/Location: Physical Requirements:

Primarily sedentary work with frequent use of hands, fingers, and vision to operate office equipment and computers.

Occasional walking, standing, and lifting of light objects (up to 20 lbs.)

Ability to communicate effectively and participate in meetings, in person or virtually.

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• Dental insurance
• Disability insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Ability to Relocate:

• Homestead, PA 15120: Relocate before starting work (Required)

Work Location: In person

Salary : $55,000 - $65,000