Executive Assistant Jobs in Philadelphia, PA

At JEVS, we help the people we serve lead self-determined, connected, and hopeful lives that strengthen themselves, their families, and their communities. Our team is more than 1,000 strong, serving the Greater Philadelphia community tirelessly for over 80 years. Our programs are designed to help individuals have a better quality of life. We serve those with disabilities and people facing tough socio-economic conditions. We believe everyone deserves fulfilling jobs, educational opportunities, and access to vital services.

The Executive Assistant provides high-level administrative and operational support to executive leadership and the Workforce department. This position serves as a key liaison among senior leadership, Workforce leadership, staff, internal departments, external partners, and building management. The Executive Assistant manages complex scheduling and correspondence, coordinates meetings and events, supports budgeting and financial activities, prepares reports, and assists with special projects and organizational initiatives.

Responsibilities:

• Provides high-level administrative and operational support to executive leadership, including the President/CEO, Board of Directors, Senior Vice President, Workforce leadership, program directors, and administrative staff.
• Plans, schedules, and maintains complex calendars; coordinates appointments, meetings, conference calls, and meeting logistics.
• Serves as a liaison between senior leadership, Workforce staff, building management, and other internal and external partners.
• Provides ongoing administrative support to Workforce program directors and administrative staff and assists with identifying opportunities to share resources and collaborate across programs.
• Coordinates and tracks special projects, grants, events, and other initiatives, including invoicing, reporting, documentation, and follow-up with multiple stakeholders and funding sources.
• Assists with budgeting activities and maintains accurate budget information for the Workforce department and senior leadership.
• Reviews, codes, processes, and submits invoices; assists with tracking expenditures and financial documentation.
• Manages and reconciles petty cash and maintains appropriate supporting documentation.
• Manages and reviews Workforce timesheets, expense forms, and related administrative documentation.
• Coordinates and assists with special events, meetings, functions, and organizational initiatives.
• Assists with office and space planning and serves as a point of contact with building management regarding facilities-related needs.
• Orders office supplies and administrative materials, monitors inventory, and reviews pricing as appropriate.
• Prepares materials, reports, correspondence, presentations, and other documents for senior leadership and Workforce management.
• Tracks deadlines, deliverables, and follow-up items to ensure projects and administrative activities remain on schedule.
• Performs other related duties and special projects as assigned.

• Bachelor’s degree preferred.

• Experience with executive/administrative support in a non-profit experience preferred.

• 3-5 years’ experience in administrative support and/or office management.

• Excellent computer skills (Microsoft Office applications preferred)

  
  

What’s in it for you:

• 401(k), with company match
• Tuition assistance: Available to all employees with at least one year of service, for those enrolled in job-related, accredited, degree or certificate level courses
• Health, Dental, and Vision coverage
• Ample paid vacation and sick time
• 10-12 paid holidays per year
• Pre-tax commuter benefits
• Continuing education, professional development opportunities, retreats, and training
• Annual holiday party and office outings
• Wellness workshops and activities and access to the Employee Assistance Program
• Dress-down Fridays
• Employee referral bonus
• Reimbursement of eligible mileage and travel expenses

The base pay for this position ranges from $58,000 to $60,000 and will vary based on factors such as skills and experience. Base pay is one part of the Total Compensation that JEVS Human Services provides to recognize employees for their work. JEVS provides competitive Benefits; we believe that benefits should support you at work and at home. Please visit the benefits page of our careers site for more details.

At JEVS, we are committed to ensuring all our employees feel included, valued, appreciated and free to be who they are at work. We cultivate a culture where differences are valued, and we are putting resources and attention towards improving employee engagement, retention, and promotion of our talented staff.

Diversity, inclusion, and equity are core principles that guide how we cultivate leaders, build our teams, and create an environment that is the right fit for JEVS Human Services’ employees, our community partners, and the individuals we serve.

For more information about what it’s like to be a part of the JEVS team, visit our careers page at https://www.jevshumanservices.org/careers/

Qualified individuals with disabilities are encouraged to apply; reasonable accommodations will be provided. Please contact your recruiter if you are in need of an accommodation during the interview process.

JEVS Human Services is committed to ensuring equal employment opportunities. The Agency will not engage in or tolerate unlawful discrimination (including any form of unlawful harassment) on account of a person’s gender, gender identity, age, race, color, religion, creed, sexual preference or orientation, marital status, national origin, ancestry, citizenship, military status, veteran status, disability, or membership in any other protected group. Qualified individuals with disabilities are encouraged to apply; reasonable accommodations will be provided.