Administrative Assistant

Job Title: Administrative Assistant

Reports To: COO/Chief strategic Initiatives

FLASA Status: Non-Exempt

EEOC Category: Administrative Support

Approved By: Executive Committee

Date: 3/17/26

Job Summary:  The Administrative Assistant completes a broad variety of administrative tasks in support of the Chief Operating Officer and Chief of Strategic Initiatives.  The Administrative Assistant will support operations in managing schedules, assisting with events and meetings, maintaining electronic records, and providing administrative support to help advance organizational goals and community impact.

MAIOR DUTIES AND RESPONSIBILITIES:

• Maintains calendar and manages schedules by scheduling and prioritizing appointments.
• Coordinate and attend meetings by preparing and distributing agendas, managing attendance (including visitors), taking notes as needed, and ensuring all participants have the necessary materials and information.
• Maintains inventory of program supplies; orders new supplies as needed to ensure adequate supplies for ongoing program operations; including Septa Passes, gift cards and client needs.
• Responsible for daily invoicing, expense vouchers, uploading/scanning invoices for payment into billing system, and maintain support documentation files for vendors.
• Ensures program invoices are processed in a timely manner.
• Serves as main purchaser in ordering program materials for events, incentives, promotional materials.
• Serves as back-up to the Executive Assistant in providing support to the Executive Leadership team.
• Serves as coordinator of special projects as assigned by the COO/CSI or other members of the leadership team.
• Serves as back-up front desk coverage.
• Responsible for maintaining electronic filing systems for correspondence and documentation.
• Assist with meeting logistics (e.g., room set up, zoom set-up, etc.)
• Assists program leadership with audit preparation
• Volunteer Support to include engagement, interviews, onboarding, and orientation
• Perform other related duties as assigned.

SKILLS and QUALIFICATIONS:

Education

• Associate’s Degree in business and 3 years’ experience (required)

OR

• Bachelors’ Degree and 2 years’ experience

• Working knowledge of Office 365 (word, excel, PowerPoint, Adobe, PDF Editing, Document merging)
• Familiarity with working in EHR systems.

Other Requirements

• Valid driver’s license with clean driving record preferred
• Reliable transportation
• PA State Criminal Clearance
• PA Child abuse Clearance

Physical Demands:

This is a sedentary position that requires long periods of being a seated position and working on a computer.  This position may require lifting of up to 20 lbs.  May be exposed to outside weather conditions