Executive Assistant - Philadelphia, PA

Executive Assistant

Location: Philadelphia, PA

Schedule: 8am - 4pm, Monday - Friday

Since 1852, Elwyn has helped people with autism, intellectual, developmental, and behavioral challenges lead meaningful lives. As an internationally recognized nonprofit human services organization, we have always been on the forefront of innovation.

Please join us to make a difference in the life quality of children, teens and adults with autism, intellectual and developmental disabilities, and related behavioral health challenges - and feel the resulting pride that will enrich your own life.

• Generous Paid Time Off
  
• Comprehensive Medical/Dental/Vision Benefit Packages
  
• Earned Wage Access/On-Demand Pay
• Paid On-the-Job Training
  
• Tuition Reimbursement
  
• Career Advancement Opportunities and Growth
  
• Flexible Schedules
  
• Retirement Savings Plan

ESSENTIAL FUNCTIONS:

• Receive and triage phone calls, emails, and meeting requests
• Efficiently manage stakeholder inquiries, escalating as needed
• Maintain and update the VP/ED's daily calendar, ensuring attendance at key meetings
• Coordinate local and out-of-state travel arrangements, prepare itineraries, and submit expense reports

• Participate in stakeholder meetings, taking notes and maintaining shared files
• Track tasks, deadlines, and deliverables, ensuring timely completion
• Provide narrative summaries, reminders, and task lists for the VP/ED
• Optimize the executive schedule to facilitate meeting deadlines and business tasks

Confidentiality and Document Management:

• Safeguard highly sensitive information shared in writing or verbally
  
• Organize and coordinate business-related activities
  
• Handle electronic files (e.g., child records, vendor contracts, financial reports) with confidentiality
  

• Assist in managing service line programs during internal and external meetings/conferences
  
• Set up meeting rooms, order supplies, and arrange materials and equipment
  
• Effectively manage staff, agency, and community partner requests
  
• Perform follow-up tasks to ensure outstanding customer satisfaction
  

• Greet visitors courteously, maintain a positive environment, and offer refreshments
  
• Provide secondary coverage for the Receptionist/Administrative Assistant
  
• Ensure appropriate support levels during business hours
  

• Create, revise, and proofread PowerPoint presentations, Word documents, and letters
  
• Convert and file PDF documents as needed
  
• Generate charts, graphs, and pie charts from data points
  
• Prepare executive summaries and timely research reports
  

• Assist with processing necessary forms on behalf of the VP/ED
  
• Handle Human Resource Change forms, IT forms, Network Activation (NARF) forms, Employee Bonus forms, Tuition Reimbursement forms, department activation and termination forms, disciplinary forms, and grant applications.
  
• Ensure accurate and timely completion and submission of all required documentation.
  

• Manage the corporate credit card, making authorized purchases as per VP/ED approval
  
• Reconcile receipts promptly
  
• Handle invoices and communicate directly with the President's office regarding unconfirmed charges
  
• Mitigate the potential for waste, fraud, and abuse
  

• Submit mileage forms and process purchase orders and requisitions
  
• Facilitate timely processing of financial items to maintain efficient expenditure tracking.
  

• Serve as a backup/secondary time editor and system designee
  
• Approve time and paid time off requests in the ADP HR information system
  
• Ensure accurate payroll processing even during the VP/ED's absence
  

• Perform additional business-related tasks as assigned

QUALIFICATIONS, EDUCATION AND EXPERIENCE:

• High school diploma or Graduate Equivalency diploma (GED) with specialized training in administrative/office work
• Associate degree in administration or a related field, preferred. Bachelor's degree highly preferred

• Seven (7) years of experience in an administrative setting
• Preferred experience providing administrative support to senior leaders and executive management in a corporate/administrative setting
• Previous experience supervising administrative staff, preferred

• Demonstrated ability to work effectively as part of a team
• Thrives in a fast-paced environment, managing multiple, often competing, priorities.
• Strong attention to detail
• Excellent time management and organizational skills
• Proactive in anticipating future changes and identifying problem areas
• Exceptional customer interaction, collaboration, presentation, and written and verbal communication skills
• Proficiency in Microsoft Office applications (Word, Excel, Outlook, and PowerPoint).
• Experience with Access, Publisher, and report-writing preferred
• Familiarity with Electronic Health Records (EHR) / Electronic Medical Records (EMR)

• Current, valid driver's license in the state of residence
• Three (3) years of driving experience in the United States with an acceptable driving record