Senior Executive Assistant

WHO WE ARE

The Alliance for Decision Education (the Alliance) is a national nonprofit and field builder with the mission of improving lives by empowering students with essential skills and dispositions for making better decisions. Founded in 2014 and backed by experts in decision sciences, business, and education—including several Nobel laureates—the Alliance believes that better decisions lead to better lives and a better society.

As a field builder, the Alliance partners with teachers, academic and business leaders, families, and community members to raise awareness and lead the growing call to have Decision Education taught in schools nationwide.

The Alliance is committed to an inclusive, supportive, and collaborative culture. Our diverse team comprises educators, researchers, subject matter experts, and other professionals dedicated to our mission. We are proud to be an Equal Opportunity Employer.

WHAT WE OFFER

The Alliance offers a comprehensive total rewards package inclusive of competitive compensation commensurate with experience, generous Paid Time Off (PTO), an Employee Assistance Program (EAP), and employer-paid medical, vision, dental, life, and disability insurance. Employees may also contribute to a Flexible Spending Account (FSA) and a 401(k) plan with a dollar-for-dollar match up to 5%.*

Job Overview

The Senior Executive Assistant will be critical in providing high-level support to our Executive Office by leveraging resourcefulness, discretion, sound judgment, and technological expertise to optimize workflow efficiency. This position requires proactive problem-solving, managing competing priorities, critical thinking, and ensuring seamless communication across all levels of the organization. With a keen ability to anticipate needs, the Senior Executive Assistant handles confidential information while using technology to streamline processes, manage complex projects, facilitate Board meetings, and enhance overall operational effectiveness. 

The Senior Executive Assistant will report to the Organizational Project Manager (OPM) as a member of the Executive Office. The primary role will involve directly supporting the Executive Office members, including the Executive Director (ED) and Chief Operating Officer (COO).

Location and Schedule

This full-time role requires an 8-hour day and a 40-hour work week. It is an Exempt position under the FLSA, meaning it is not eligible for overtime pay.

The Executive Assistant will adhere to a hybrid working schedule, requiring an on-site presence at the corporate office in Bala Cynwyd, PA, on Tuesdays and Thursdays. This role facilitates the option of remote work or office-based during the week, as required. Occasional additional days in the office may be required due to onsite meetings.

Key Responsibilities

• Administrative Management
  • Calendar and Scheduling: Organize and oversee the Executive Office calendar, ensuring optimal time management and coordination of activities. This includes scheduling appointments, meetings, and events and resolving any scheduling conflicts promptly.
  • Review Process: Coordinate and manage the content flow and follow-up for the review process, ensuring that all documents and materials are prepared, reviewed, and distributed on time.
  • Meeting Organization: Organize meetings, prepare detailed agendas and documents, scribe meeting notes, and monitor action items. Ensure follow-ups are conducted to maintain accountability and progress.
  • Data and Technology Management: Input and maintain accurate and relevant data into databases. Additionally, play a key role in aiding in developing and maintaining our technology systems and platforms, including our project management tools, strategic plans, and prioritization processes.
  • Board Meetings: Plan and coordinate 3 Board meetings annually, including handling logistics, technology, catering, venue/travel arrangements, and associated communications; ensure successful and seamless experiences for all participants by overseeing every detail.
  • Reimbursements and Reporting: Process reimbursements promptly and accurately. Pull and create comprehensive status reports for the Executive Office from the project management system, CRM, and other platforms.
  • Project Management: Assist in managing projects and timelines, ensuring timely completion and goal adherence. This includes tracking project milestones and deadlines.  
  • These responsibilities may change or expand over time, consistent with the organization’s needs and initiatives.
• Communication and Coordination
  • Cross-Departmental Communications:  Facilitate effective communications across departments to ensure smooth collaboration and information flow.
  • External Communications:  Manage communications with the Board and external contacts, maintaining professionalism and clarity. Draft, review, and send correspondence on behalf of the Executive Office.
  • Travel Arrangements: Coordinate travel for the Executive Office, including booking flights, arranging accommodations, and creating detailed itineraries. Ensure all travel logistics are managed efficiently and within budget.
  • Confidentiality: Maintain strict confidentiality in all areas of responsibility, handling sensitive information with discretion and professionalism
  • These duties may change or expand over time, consistent with our organization’s initiatives.
• Adaptability
  • Flexible Responsibilities: These responsibilities may change or expand over time, consistent with organizational needs and initiatives. The Senior Executive Assistant must remain adaptable and ready for new challenges.
  • This is a fast-paced role which requires an ability to shift priorities quickly, as well as manage competing priorities and scheduling conflicts as they arise. 

Job Qualifications

• Extensive Executive Support Experience: The most suitable candidate for this position will have extensive experience providing high-level administrative support, preferably supporting an Executive team.
• Technological Expertise: Proficiency in Google Workspace is required. Experience with  Salesforce, project management tools, and other relevant software is preferred. Ability to take detailed notes and track actions during live meetings as well as asynchronously for the Executive Office is required.
• Discretion & Confidentiality: Strong ability to handle sensitive information with professionalism and sound judgment, maintaining strict confidentiality in all communications and documentation.
• Strategic Prioritization & Multitasking: Demonstrated ability to diligently manage multiple tasks and projects concurrently, ensuring timely and accurate completion in a fast-paced environment. Strong organizational skills and attention to detail.
• Independent & Team-Oriented Work Ethic: Highly self-motivated, capable of working efficiently with a high level of independence and initiative while also thriving in a collaborative team setting.
• Detail-Oriented & Process Driven: Meticulous attention to detail and process optimization. Ability to develop and implement efficient workflows and processes. Ability to handle multiple priorities at once.

Attributes and Characteristics

• Collaborative Style: Team-oriented and cooperative, fostering a positive work environment
• Critical Thinking: Strong problem-solving and critical thinking skills for effective decision-making and issue-resolution
• Proactive Attitude: A positive and proactive approach to tasks and responsibilities, coupled with a willingness to roll up your sleeves and tackle any task with enthusiasm
• Communication Skills: Excellent written and verbal communication skills with internal and external stakeholders
• Professionalism: Demonstrates sound judgment, professionalism, and the highest standards of ethical conduct
• Results-Oriented: Able to pivot effectively between projects while remaining focused on priorities and goals, delivering high-quality results
• Adaptable and Flexible: Ability and willingness to adapt, be flexible, learn, and seek answers to new situations, technologies, and processes
• Organized: Responsible, diligent, and conscientious with outstanding organizational skills
• Compliance and Safety: Adherence to all company policies and procedures. Commitment to demonstrating safe work practices and ensuring a safe work environment
• Embodies the Alliance’s core values and standards:
  • Humanism: valuing others as human beings
  • Rationality: thinking and skills to help answer “What is true?” and “What to do?”
  • Education: growth mindset; dedication to developing knowledge and skills
  • Conscientiousness: diligent work ethic, professionalism; high-quality work
  • Initiative: owner’s and founder’s mentality; leadership skills
  • Mission Alignment: dedication to the organization’s mission and goals

PHYSICAL AND ENVIRONMENTAL DEMANDS

• Sitting: Primarily desk-based work, most of the time is spent sitting at a desk or workstation
• Movement: Occasional walking or standing as needed
• Lifting: Occasional lifting and carrying up to 10 lbs
• Hand and Finger Dexterity: Constant use of hands for tasks such as typing, writing, or handling small objects.
• Visual and auditory requirements: Good vision and hearing are often necessary for tasks such as reading documents, working on a computer, or communicating with colleagues or external parties.

 The position is based in the United States.

Any posted salary range or benefit offerings for this position reflect our good faith estimate of what ideal candidates expect. We will tailor any offer based on the selected candidate’s relevant experience, knowledge, and skills, as well as any other factors that may prove relevant. The salary and benefits mentioned may be revised at the company's discretion.

The Alliance for Decision Education is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment based on merit and without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

Employment at the Alliance for Decision Education is on an at-will basis. This means that the employee or the company can terminate the employment relationship at any time, with or without cause or notice.