Executive Administrator
Job LocationsUS-PA-Perkasie
Job ID
2024-1831of Openings1Category
OtherOverviewThe Executive Administrator (EA) performs a variety of duties to provide administrative support to the President & CEO and supports other members of the Executive Leadership Team as needed. The EA also supports Corporate Governance processes.ResponsibilitiesServe as the Executive Assistant to the President/CEO and other Executive Officers as needed
Support Corporate Paralegal in performance of Corporate Governance, Legal, and other Management tasks & projects; conduct special projects as directed.
Perform calendar & contact management for the President/CEO; Coordinate and arrange on-site and off-site meetings, prepare and compile agendas and meeting materials, evaluate, reserve and prepare facilities, send reminders.
Serve as primary contact with Marketing for event coordination, and support event execution.
Evaluate and coordinate conference and meeting needs for Executive Management and Board of Directors, including off-site meetings.
Order and organize Board lunch and dinners, and snacks/lunches for other management.
Track, maintain and process expense reports for CEO, and other executives as requested.
Draft and prepare outgoing mail and correspondence; distribute incoming mail
Draft, review, edit, and proof correspondence and other written materials for review by the President/CEO and Executive Management.
Act as initial contact person for both internal and external customers that are requesting to speak with the President/CEO; Identify needs and coordinate with the appropriate personnel in other departments to present the final resolution to the customer.
Take notes for monthly Executive Leadership Team meetings and develop and implement follow-up/action plans. Take notes for project or management meetings upon request.
Track and assist with completion of internal assignments to CEO such as training, required IT updates, and human resources tasks.
Handle confidential correspondence and exercise a high degree of discretion and initiative.
Develop and implement processes and procedures to continually improve the efficiency and effectiveness of assigned responsibilities.
Perform routine administrative tasks including filing, photocopying, scanning documents, and ordering supplies.
Serve as a Diligent Board Portal Administrator
Coordinate with Corporate Paralegal, Chief Legal and Risk Officer, Senior Management, and internal Diligent Administrators to ensure all Board and committee books are prepared and delivered accurately and timely.
In collaboration with Corporate Paralegal, coordinate user, committee, and access updates with Diligent Account Manager.QualificationsEducation and Experience
High School Diploma or equivalent required; Bachelor's degree in business or related field preferred.
Minimum 1-2 years' previous experience as an executive or senior administrative assistant, office manager, or similar responsibilities required.
Minimum 2-3 years' experience with Microsoft office applications - primarily Outlook, Word, and Excel required; PowerPoint and Diligent Board Books a plus.
PA Notary preferred.
Skills and Competencies
Forward thinking and strong problem-solving skills; Critical thinking skills, using logic and reasoning to identify the strengths and weakness of alternative solutions, conclusions, or approaches to problems.
Good organization and time management skills; Ability to multitask while supporting several managers and multiple projects, including enterprise-wide efforts.
Ability to adapt to changes in the work environment, manage competing demands and deadlines, and deal with frequent change, delays, or unexpected events.
Ability to work independently and as part of a team, self-motivation, initiative, flexibility, and a positive attitude.
Ability to learn new techniques, keep accurate records, follow instructions, and comply with company policies.
Excellent interpersonal Skills; Capacity to work with other employees and the public and present a friendly, positive demeanor.
Ability to handle confidential matters with professionalism.
High level of attention to detail and accuracy.
Strong written and oral communication skills.
Business writing skills required.
Ability to work with a diverse group of professionals.It is the policy of Penn Community to provide equal employment and advancement opportunities to all individuals. For this reason, employment decisions at Penn Community will be based on merit, qualifications, and abilities. Except where required or permitted by law, employment practices will not be influenced or affected by an applicant's or Team Member's race, color, religion, sex, national origin, age, sexual orientation, physical or mental disability, veteran status, or any other characteristic protected by law.
