Executive Assistant

Overview

Pathways to Housing PA (PTHPA) is a non-profit agency located in the Logan section of Philadelphia. The mission of PTHPA is to empower people with disabilities to improve their housing stability, increase wellness, and to reclaim their lives. Housing First – As simple as it is revolutionary!

Grace and kindness are simple words but sometimes the practice of grace and kindness is not so simple, especially when facing great personal and professional challenges. Yet, those are the words that define how we do our work, and those are words that define our employees, who never cease to amaze us or to give us hope, especially as we continue to expand our work to include others in desperate need. This expansion has created many new and exciting opportunities!

Position Summary: The Executive Assistant is primarily responsible for providing administrative, coordination and other support for the President and the Chief Operating Officer (COO), and serves as their liaison when appropriate. S/he is an outgoing, “take-charge” person with superior administrative and computer skills.

Essential Duties and Responsibilities:

• Serve as the assistant for the President and the COO, welcoming visitors, providing hospitality, setting up and preparing materials for meetings, etc.
• Coordinate the President and the COO’s meeting schedules, agendas, meeting rooms, set up, etc.
• Manage all aspects of board relations: communication, logistics and materials for meetings, minutes, board books, filing resolutions, new member materials, terms and committees, orientations, retreats and board prospect events.
• Become an expert at using BoardEffects, our board portal software. Set up new users and train new board members on how to use the portal.
• Coordinate logistics, agendas, etc. for bi-weekly executive committee meetings, quarterly manager’s meetings, and other executive meetings as assigned.
• Represent Pathways to Housing PA in a professional and welcoming manner, recognizing that he/she is the “face of the agency” in many situations.
• Manage purchasing, receipts and reconciliations as needed for the President and the COO.
• Manage mail/correspondence, draft replies, and answer calls when the President or the COO is unavailable.
• Assist other team members with events, public relations, media, and marketing.
• Participate in planning various PTHPA in-house and external events.
• Perform other duties as assigned.

Essential Education, Experience and Skills:

• 2-year degree in business related field and 3 years’ experience or 5 years’ experience in executive management support.
• Patience, creativity, flexibility, compassion and sensitivity to persons with disabilities and other minority populations.
• Responsible, confidential, super organized, neat and efficient.
• Excellent communication and writing skills as well as computer literacy; experience and advanced efficiency with Microsoft Office products (especially Excel and Outlook) and use of the internet required.
• Some experience with social media: Facebook, Twitter, websites.
• Excellent typing skills and knowledge of office equipment (scanner, copier, printer, desktop set up, etc.) use and maintenance.
• Ability to work with diverse populations, including clients and staff, in critical and emergency situations.
• Sensitive to cultural, economic, gender, and sexual orientation differences.