Executive Assistant to the President and CEO, People’s Emergency Center

Posted by on August 20, 2012

PEOPLE’S EMERGENCY CENTER
Executive Assistant to the President and CEO

Background
Founded in 1972, PEC is a comprehensive homeless services provider and experienced nonprofit community development agency based in West Philadelphia. The agency employs nearly 100 staff to serve its community and constituents through social services, counseling, case management, commercial corridor revitalization, community organizing, and quality affordable rental housing. PEC is looking for dynamic, motivated, and talented individuals to join its team and help lay the foundation for the agency’s next phase of growth.

Qualifications
•    Bachelor’s Degree required; minimum of seven years of senior administrative experience and three years of corporate governance experience is preferred.
•    Excellent organizational and administrative skills required.
•    Superior independent work habits: detail oriented, flexible and problem solver.
•    Strong written and oral communication skills.
•    Excellent interpersonal skills are necessary; interaction occurs with all levels of staff, Board members and outside agencies.
•    Proficiency with MS office programs: Word, Excel, Outlook and PowerPoint.

Reports to: President and CEO

Responsibilities
The primary role of the Executive Assistant is to enhance the productivity of the President and CEO through his/her assumption of certain administrative functions. In addition, the Executive Assistant facilitates interactions between the board, board committees, the senior leadership team, and internal committees. Additionally, the Executive Assistant works closely with other support staff to ensure the successful operation of the Administrative Department.

Board Liaison/Corporate Secretary
•    Full management of Board meetings for PEC and all of its related entities, such responsibilities to include: ensuring meetings are scheduled and conducted in accordance with governing bylaws, drafting board meeting minutes for review and approval by the Board Secretary, and coordinating the production of all board meeting documents and packages.
•    Maintain accurate board membership rosters for PEC and its related entities, and ensure elections are conducted timely and in accordance with bylaws.
•    Support the Board Governance Committee; ensuring all standard operating procedures are current and consistent with organizational practice.
•    Support the Board Secretaries of PEC and its related entities to ensure corporate documents, including board resolutions, bylaws, meeting minutes, etc., are filed and easily retrievable.

President and CEO support
•    Manage the President and CEO’s calendar: arrange and schedule meetings, organize materials for scheduled meetings.
•    Foster a positive working relationship with all individuals that encounter the President and CEO: staff, Board Members, residents, vendors, etc.
•    Administer approval process for President and CEO: obtain signatures and distribute correspondence to appropriate department or contact.
•    Produce PowerPoint presentations, as needed.
•    Maintain contact database.
•    Receive, screen and direct President and CEO’s telephone calls.
•    Adhere to strict confidentiality of sensitive matters.
•    Process all in-coming and out-going mail for the executive office.
•    Create and manage a correspondence/filing system. Ensure records of the organization are maintained as required by law and made available when required.
•    Coordinate all travel arrangements for President and CEO
•    Greet CEO’s visitors and ensure overall appearance of executive office and common areas is attractive and professional.

Administrative Department Management
•    Develop and implement programming and systems to ensure quality coordination and delivery of administrative support services throughout the agency.
•    Plan, coordinate and produce regular professional development opportunities for administrative staff.
•    Manage agency-wide administrative budget, as well as the budget of the Executive Office.
•    Centralize purchasing of supplies and equipment, as needed, to support administrative functions across the agency

Benefits Offered
People’s Emergency Center provides a generous benefits package, which includes group health insurance, vacation, personal and sick benefit time, flexible benefits plan, pension plan, disability and life insurance.

Contact
For immediate consideration for this position, please e-mail your resume to tmccain@pec-cares.org or fax resume to T. McCain at 215-689-0116. Visit our “Careers @ PEC” web page on our website, http://www.pec-cares.org. EOE/M/F/D/V