Executive Office Assistant

Company Overview:

Schultz & Williams provides comprehensive services including development consulting, direct response consulting and execution, interim staffing, strategic planning, data analytics, operations consulting, and marketing to nonprofits of all varieties across the nation. Founded in 1987, the success and integrity of our work and our staff of experts has been driven by a proven philosophy: development, management and marketing strategies must be fully integrated for organizations to achieve mission-related goals. Through this philosophy Schultz & Williams has serviced over a thousand nonprofit organizations. Our company prides itself on having passionate employees who strive to better serve the community and assist nonprofit organizations in reaching their goals.

Position Overview

Schultz & Williams is seeking a full-time Executive/Office Assistant to work in our Center City Philadelphia office. This position will be primarily in-office and will serve as liaison between internal departments and will be responsible for all office management duties. A successful Executive Office Assistant possesses structure, attention to detail, quality focus, high energy and flexibility within the organization.

This is currently a hybrid position, with the expectation of 3-4 days a week spent in the Center City Philadelphia office. Office hours for this position are 8:30am-4:30pm 

Responsibilities

• Provide executive administrative support to the President and Executive Team
• Manage the Presidents calendar, travel arrangements, appointment setting and provide general calendaring support to the Executive Team.
• Provide support for meetings, including scheduling, agenda development, securing meeting spaces, refreshments, and overseeing follow-up communication or next steps
• Work on various special projects and initiatives with members of the executive team as needed.
• Manage and submit timesheets and other reports
• Keep track of office supplies, place orders, and maintain stock
• Manage phone calls, incoming/outcoming mail and email correspondence for the front office
• Meeting scheduling, master calendar management and coordination of client project activities with appropriate staff.
• Project support, including preparing meeting materials; conducting research; preparing compilations of study interviews, report appendices, preparing and proofing documents and presentations.
• Mail and file contracts with appropriate state agencies by designated deadlines
• Manage state registrations
• Aid in maintaining accurate company revenue projections.
• Scanning and filing materials for client projects
• Maintain and update sales/project management databases.
• Maintain kitchen cleanliness and other duties as assigned

Qualifications

• Bachelor's degree or equivalent experience
• 3 years of experience providing administrative assistance in a professional work environment
• Executive administrative experience preferred
• Extensive knowledge of Microsoft 365 Suite, Windows OS, Outlook, Zoom, Adobe Acrobat DC
• Notary Certification, or willing to become a certified Notary (company paid)
• Experience with electronic mailing system i.e. Pitney Bowes

S&W is committed to equitable practices in hiring and welcomes different backgrounds and perspectives to our team including age, race, ethnicity, gender identity and sexual orientation.