Administrative Assistant/Office Manager

Executive Assistant/Office Manager

Job Description

YMWIC Foundation, Inc. is seeking an Executive Assistant to support the CEO in their daily operations. The ideal candidate will be a proactive self-starter who thrives in a fast-paced, dynamic team environment. The Executive Assistant will work closely with the CEO to manage the day-to-day operations of the company.

Requirements:

• Bachelor’s degree in business, accounting, or related field preferred.
• Minimum of 3 years of experience working as an executive assistant in a professional office setting preferred.
• Proficient in Microsoft Office Suite, especially Excel and Outlook.
• Ability to work independently with minimal supervision and prioritize multiple projects.
• Strong organizational skills and attention to detail.
• Ability to communicate effectively with all levels of the organization.
• Must be able to pass a background check, drug test, and have a valid West Chester, PA driver’s license.

Responsibilities:
·Manage executive’s calendar, travel arrangements, and other administrative tasks.
·Coordinate meetings with executive team members and arrange travel and accommodations for them as needed.
·Organize and maintain executive’s office supplies inventory.
·Coordinate executive’s personal appointments including travel arrangements, event scheduling, etc.
·Coordinate executive’s personal shopping needs including ordering of travel materials such as food, beverages, etc.
·Coordinate executive’s social media marketing campaigns including content creation, scheduling, etc. as needed.
·Manage CEO’s personal email accounts (Outlook) and schedule his personal meetings as needed.

The candidate must possess the following experiences:

• Effective planning, prioritizing, and executing tasks in a timely manner.
• Building and maintaining strong relationships both internally and externally.
• Candidate is both approachable and respectful, comfortable with new technology, virtual meeting platforms and scheduling systems such as WebEx, Zoom, Microsoft Teams and OneNote.
• Knowledge of accounting principles is a plus.
• Expertise in Microsoft Office/ Excel
• Good communication skills both written and oral
• Exceptional Negotiation Skills
• Considering the culture and accountability of YMWIC, candidate should be comfortable taking the initiative when faced with administrative decisions.

The candidate will perform administrative duties that include:

• Process student applications
• Process Grant metrics, reports
• Process membership payments and document
• Create and send invoices for membership fees
• Contact partners and families to review and process forms and data
• Work closely with the Executive Director (ED) in organization administration and scheduling tasks
• Process HR related forms, data and submissions to support corporate, state and government standards
• Coordinate and schedule training for new employees on HR policies and payroll
• Write and edit e-mails, drafting memos, and preparing communications on the Executive Director’s behalf
• Maintain comprehensive and accurate records
• Perform minor accounting duties
• Organize meetings, including scheduling, sending reminders, and organizing catering when necessary
• Answer phone calls in a polite and professional manner
• Welcome visitors, partners and supporters and identifying the purpose of their visit before directing them to the appropriate department
• Manage the executive’s calendar, including making appointments and prioritizing the most sensitive matters.
• Summarize and track A/P and A/R inputs from general folders for bookkeeping resource
• Prepare employee expense reports for ED approval prior to bookkeeping payment processing.
• Work with HR consultant on employee onboarding and training tasks.
• Event planning tasks for YMWIC’s Holiday Giving Event, College Expo, Science Expo, Scholarship Banquet, Golf Outing, and other organization events when needed.
• Scheduling facilities forms with partner school district for program level activities

Establish and maintain Office and Facility management:

• Ensure supplies and materials are adequately provided by internal and external resources.
• Ensure that equipment and tools are operational
• Ensure that general safety rules are adhered on behalf of employees and clients
• Provide Office Management leadership by ensuring that office space is organized and clean.

Job Types: Full-time, Contract

Pay: $49,000.00 - $53,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• After school
• Day shift
• Weekends as needed

Experience:

• Microsoft Outlook: 5 years (Required)
• Microsoft Excel: 5 years (Required)

Ability to Relocate:

• West Chester, PA 19380: Relocate before starting work (Required)

Work Location: In person

Salary : $49,000 - $53,000