The Executive Scheduler and Special Projects Assistant provides key administrative functions and logistical support for executive leadership in partnership with the Executive Assistant to the President and CEO. This is accomplished by preparing correspondences, complex calendar and travel management, recording, tracking and responding to incoming requests (including telephone calls), meeting coordination and conference/event arrangements, as well as confidential meeting minutes and action items in a well-organized and timely manner. S/he is a self-directed team player who takes initiative, anticipates needs, and ensures consistent high quality results.
The Executive Scheduler and Special Projects Assistant must have the ability to work independently on projects from conception to completion; S/he must be able to interact with all levels of staff and volunteers in a fast-paced environment, sometimes under pressure, remaining flexible, proactive and with a high level of professionalism and confidentiality. The successful candidate will have at least 4 years of related experience, excellent communication skills, as well as excellent writing and grammatical skills along with and ability to effectively proofread and edit. It is necessary for candidates to have the ability to prioritize the current agenda, and anticipate future responsibilities. S/he will have a proactive and positive attitude. This position requires the ability to act promptly and follow through in response to requests.
The professionalism with which this person performs her/his duties impact the impression that staff, volunteers, donors and partners have of the Executive Office at United Way of Greater Philadelphia and Southern New Jersey.
- Scheduling and prioritizing daily schedule as well as projected monthly schedules, internal and external meetings, events, and travel arrangements with consistency and acute attention to detail.
- Coordinating briefing materials and information flow, managing correspondence for the Executive Office.
- Monitoring incoming calls, relaying messages and coordinating meeting logistics as needed.
- Maintaining strong working relationship with internal as well as external constituencies.
- Maintaining internal and external contacts and email distribution lists.
- Preparing thank you acknowledgements and follow-up correspondences for meeting and events.
- Preparing and reviewing outgoing correspondences for grammar, correctness, completeness, and ensure that appropriate material is attached for internal or external distribution.
- Maintaining executive databases and filing systems; both electronic and paper.
- Attending executive meetings to prepare minutes/summaries, capture action items and next steps.
- Assist with maintaining board and executive committee relations in a respectful manner, including but not limited to email communications, written communications, scheduling meeting and events, preparing thank you note cards, web portal assistance, etc.
- Managing all aspects of special projects as assigned. S/he is expected to perform duties with a high degree of independence, initiative and judgment.
- Providing back-up support for the Executive Office and will also serve as the back-up notary for the organization.
- Contributing to the team's vision and goals by accomplishing related results.
- Initiative and willingness to take on responsibilities beyond the scope of job description, as assigned by the Executive Assistant, as needed, to ensure timely solution of problems.
- 4 to 7 years of progressively complex administrative and scheduling experience – preferably supporting senior management or C-level executive(s) in a non-profit setting.
- Proven experience prioritizing and decision making with respect to scheduling and scheduling changes
- Proficient in Microsoft Office, including Outlook, Word, Excel, PowerPoint as well as G-suite.
- Proven interpersonal skills and experience providing complex administrative support in a high-profile environment with courtesy, professionalism, diplomacy, efficiency and confidentiality
- Excellent verbal and written communication skills, including grammar, spelling and composition are necessary.
- Very strong organizational skills, time-management skills and analytical abilities.
- Well-organized and detail-oriented.
- Strong interpersonal skills and a positive attitude.
- Extremely proactive, experience working in a stressful and fast-paced environment
- Works under minimal supervision; can set own work sequence and pace within process limitations, as well as a self-starter who will be to take direction and feedback from supervisor, as needed.
- Ability to effectively manage and prioritize multiple tasks and work under competing priorities
- Proficient use of standard office equipment such as printers, copiers, faxes and scanners etc.
- Flexibility, creativity, and ability to work with a variety of personalities and constituencies to meet the demands of the role.
- Ability to serve as a trusted member of an essential team, with the ability to effectively communicate and enhance the productivity of the Executive Office.