Executive Assistant, Community Empowerment and Opportunity

Posted by Philadelphia Office of Community Empowerment and Opportunity on February 25, 2020

The Office of Community Empowerment and Opportunity (CEO) provides leadership on issues of economic justice by advancing racial equity and inclusive growth to ensure that all Philadelphians share in the citys prosperous future and by alleviating the immediate impact of poverty on individuals, families and communities. CEO is Philadelphias Community Action Agency (CAA); CAAs are private or public agencies created by the 1964 Economic Opportunity Act and federally designated to receive Community Services Block Grant (CSBG) funding.

Job Description

The Executive Assistant is a key staff position that provides high level administrative support and manages the functions of the executive office. This position works closely with the Executive Team, composed of the Executive Director and two Deputy Executive Directors, and reports directly to the Executive Director. Key responsibilities include working independently on difficult clerical tasks or complex projects while demonstrating professionalism and confidentiality when handling all matters; composing Oversight Board minutes and routine correspondence; interacting with departmental directors and managers on behalf of the Executive Director and address direct inquiries, assist, and troubleshoot; participate in team activities with other staff members. The Executive Assistant is the primary liaison to external working groups and governing bodies on behalf of the Executive Director and must skillfully manage external communication with the Oversight Board and high-level public officials. The Executive Assistant will seek to preserve CEOs positive reputation and will model high ethical conduct and inclusion throughout the organization.

Essential Functions

  • Executive Staff Assistance: Works with Executive Director and Deputy Executive Directors to ensure effective interaction and communication with the Managing Directors Office, Oversight Board, staff, multiple constituency groups and stakeholders.
    • Serve as a liaison for Executive Director to external parties and attend meetings in the executives absence
    • Provide full administrative support to ensure that the office of the Executive Director operates in an efficient manner.
    • Establish and maintain administrative, reference, and filing systems for current files and archives
    • Maintain a calendar of the Executive Directors activities, meetings, and various events
    • Assemble and/or coordinate the preparation of various reports, memoranda, correspondence, and various documentation and presentation materials
    • Schedule conferences, travel and meetings arrangements, including coordinating room set-up and preparation of agenda for organizational gatherings such as monthly Roundtables and the annual Summit
    • Conserve the Executive Directors time by reviewing, researching, and summarizing a variety of fiscal, statistical, and administrative information; initiating telecommunications
  • Project Management: Manage discrete projects providing support to various departments to improve effectiveness by increasing collaborative practices.
    • Provide direct support or assign support to senior staff and managers on distinct projects
    • Support communications / PR activity and manage Executive Directors social media presence.
    • Support planning and execution of community engagement activities on behalf of the Executive Director or agency
    • Support HR in the planning and execution of the annual formal staff retreat and associated events
    • Support HR in intern/volunteer recruitment and retention activities.
  • Liaison to the Oversight Board: Provide continuous support to CEO Oversight Board to increase Board performance in supporting the administration.
    • Provide all logistical and document preparation support (agendas and handouts) for meetings of the Oversight Board and subcommittees.
    • Interface directly with Board members in the coordination of meeting and events.
    • Record and prepare minutes for Board and subcommittee meetings.
    • Prepare, maintain and archive meetings, resolutions and other Board documents.
  • Professional Development: Enhance professional competence through on-going developmental activities.
    • Demonstrate active participation in virtual and in-person training opportunities
    • Complete City mandated training and CEOs professional development opportunities.

Learn more and apply: https://www.smartrecruiters.com/CityofPhiladelphia/743999705883636-executive-assistant

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