Administrative Assistant, Entrepreneur Works

Posted by on November 07, 2010

ENTREPRENEUR WORKS
111 South Independence Mall East, Suite 810, Philadelphia, PA 19106

Position:           Administrative Assistant
Reports to:       Executive Director

POSITION SUMMARY
Entrepreneur Works (formerly Philadelphia Developemtn Partnership) is a private nonprofit organization with a mission to cultivate and promote successful microenterprises, thus creating economic prosperity and employment in distressed communities throughout the Greater Philadelphia region.  Entrepreneur Works provides a comprehensive array of loan products and business services, including technical assistance and training, to more than 300 individuals annually to assist them to start up, stabilize or expand their businesses.  Entrepreneur Works Fund, our lending affiliate, is a certified Community Development Financial Institution (CDFI).

The Administrative Assistant is a key member of Entrepreneur Works team who facilitates the organization’s mission by ensuring a well-managed office environment and providing program support. This position is responsible for direct vendor and contract relationships, ensures that office premises are secure and presentable, maintains inventory of office supplies, and provides support to management and staff to ensure that the program and office functions are executed in an efficient and effective manner.

POSITION REQUIREMENTS
This position requires a flexible, energetic, detail-oriented and highly organized individual with excellent personal communication skills who can function comfortably as the primary point of contact in a fast-paced and deadline-oriented  office environment. S/he will be eager to be a key player in a small organization serving diverse individuals from low to moderate-income communities.

MAJOR RESPONSIBILITIES

•    Ensures that office premises are secure and presentable: Acts as liaison to building management (i.e. light bulbs, leaks, heating/air conditioning etc.) and service providers
•    Maintains organizational and office records—ensuring that all organization leases, service contracts, warranties, financial statements, proposals, grant agreements, etc. are in up-to-date and in order
•    Maintains office equipment and technology to ensure proper functioning
•    Processes all incoming and outgoing invoices (i.e. loan billing statements and vendor accounts)
•    Assists Loan Officer in processing loan payments, making bank deposits, maintaining client loan files, processing ACH transactions and data entry into the loan servicing database
•    Prepares consultant contracts, ensures compliance with contracts, and updates records
•    Prepares client, vendor, funder and board correspondence including late letters to client borrowers
•    Responsible for preparing all regular and bulk mailings
•    Ensures that electronic and paper data collection, reporting and filing systems meet organizational needs and comply with any and all contract and audit requirements
•    Schedules and prepares materials for meetings (i.e. Boards of Directors, Board Committees and staff meetings)
•    Provides administrative support to programs including answering phones, ordering supplies, preparing expense reimbursements, and assisting with events, presentations and report preparation

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

EDUCATION, EXPERIENCE AND SKILLS NEEDED

•    Associates degree in business administration or equivalent work experience.
•    Proven proficiency in Microsoft applications (Word, Excel, PowerPoint and Access), navigating the Internet and relational database applications
•    At least two years’ full-time work experience providing office, loan or program administrative support
•    Bookkeeping experience a plus
•    Highly motivated and organized, detail-oriented, able to handle multiple tasks and work creatively and independently.
•    Must have excellent telephone and communication skills.
•    Must be committed to Entrepreneur Works’ mission of growing successful entrepreneurs and small businesses in low- and moderate-income communities.

SALARY: Salary commensurate with experience, plus benefits package. Position is part-time.

TO APPLY: Please send cover letter and resume with salary requirements via e-mail with “Administrative Assistant” in subject header line to:
Antoinette Truehart
Entrepreneur Works
E-mail:    atruehart@pdp-inc.org
No phone calls please.