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Executive Assistant

Pressley RidgePittsburgh, PA, US

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Executive Assistant

Be the change you wish to see in the world! Come join our team to empower children and families in our communities to transform their lives and develop to their full potential.

The well-being of our employees and their families is important to us. At Pressley Ridge, we strive to provide the most competitive and comprehensive employee benefit programs that are affordable and help you and your family achieve and maintain your best possible health.

Medical coverage available with a Health Savings Account (HSA) with 50% employer match
Prescription coverage
Dental and vision plans
Patient advocate and Medicare specialists available at no cost
Dependent Care Flexible Savings Account
Wellness incentive (up to $250)
403b with up to 9% employer give / match
Free life insurance and AD&D
Paid Time Off (PTO)
9 paid holidays (7 recognized holidays plus a floating and birthday holiday per year)
Tuition reimbursement (if applicable)
Employee Assistance Program (EAP)

The Executive Assistant is responsible for providing high-level support and assistance to members of the Executive Team to include the Chief Financial Officer (CFO), Chief Human Resources Officer (CHRO) / In-House Legal Counsel, Chief Operating Officer (COO), Chief Business Development Officer (CBDO), and Chief Quality Assurance Officer (CQAO). This position will support and assist in executing organizational strategic goals and individual priorities. The Executive Assistant must be able to navigate the organization without assistance and manage sensitive and privileged information.

Essential Responsibilities

Coordinates the calendars, including meetings and events, and proactively ensure that any meetings with external persons are scheduled in the appropriate meeting room and that the Executive has all necessary documents / handouts prior to the meeting, and that the meeting room is set-up and ready for the meeting (technology, water, etc.).

a. Schedules regular meetings as deemed necessary. b. Captures minutes, action items and coordinate completion of items between meetings. c. Processes all invoices, contracts, expense reports, credit card statements and work with finance to ensure timely payments for all staff you provide support. d. Organizes and maintains a filing system and file correspondence and other records. e. Completes any requested research and compile information for review. f. Supports Executives responsible for Council on Accreditation (COA) and is responsible for assisting with compiling with requests for information and documentation. g. Assists departments with the ordering of corporate incentives for staff, foster parents, or others (longevity gifts, holiday gifts, etc.) and coordinates distribution to the appropriate staff / offices / locations. h. Assists with the ordering of supplies for the Operations Centers, and reviews / renews equipment leases. i. Maintains Program Resource list on the Pressley Ridge Portal.

2. Assists with Executive Team members travel, as requested.

a. Arranges detailed travel plans and itineraries, including multi-segment and compiles documents for travel-related meetings. b. Assists with major conference attendance through centralized communication regarding registration, travel and hotel accommodations as needed. c. Acts as the Hotel Liaison with designated Pittsburgh Hotels for arranging accommodations for staff, including communicating with travel details to staff.

3. Performs back-up Support to Senior Executive Assistant.

a. Assists with external and internal meetings, board communication, and board committee meetings to include all necessary logistics, presentations, and any other needs. b. Supports and coordinates organization wide events including regular administrative meetings and any other events that might occur. c. Maintains all corporate and Board of Director Manuals when assigned by Senior Executive Assistant. d. Maintains Board of Director files when assigned by Senior Executive Assistant to ensure that all information is complete and maintained. e. Takes and completes Board of Director Committee minutes in an accurate and timely manner, when assigned. f. Works with Senior Executive Assistant to compile Board of Director Meeting packets to ensure accuracy and professional appearance, when assigned.

Qualifications

Clearances. State Police; FBI clearance; child abuse clearance; CPSL Mandated Reporter-Recognizing and Reporting Child Abuse training; any additional background checks / clearances required by state governing bodies.

Valid driver's license and current vehicle insurance.

Working Conditions

Physical Demands. This position requires operating a keypad device 75% of the day and electronic / office equipment 25% of the day. Travel is required approximately 2 times per month but can vary to include overnight stays and local travel to various programs / regions. Fingers, thumbs, hands, wrists, elbows, legs and feet are all routinely used throughout the day. The lower and upper torso is used 75% of the day. Employee must meet minimum requirements for hearing, speech, and vision. Walking is required 10% of the day. Standing occurs 10% of the day. Sitting happens 80% of the day. Reaching above the shoulder as well as bending and twisting are performed 10% of the day. This function routinely lifts 25 pounds, 4 times per day. The maximum lift is 50 pounds, 1 time per day. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Environmental. Office, School, and Community

Working Hours. Traditional office hours with flexibility to meet department and employee / program needs.

Education

Required : High School or better.

Preferred : Associates or better. Bachelors or better.

Experience

Required : Exceptional computer and technology skills.

Preferred : Three to five years of experience in supporting top-level management. Experience working in a large nonprofit.

Equal Opportunity Employer / Protected Veterans / Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

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Executive Assistant • Pittsburgh, PA, US