Executive Assistant - to the Kroc Administrators

$43,992 - $52,354/Yr

The Salvation Army - Philadelphia, PA

Full-time - Entry Level

Philadelphia, PA

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Executive Assistant to the Kroc Administrators (EA-KA) plays a crucial role in providing high-level administrative support in a professional and highly confidential manner. This position is essential for ensuring the smooth operation of the Kroc Center's administrative functions. The EA-KA will be responsible for a variety of tasks that include maintaining calendars, scheduling appointments, preparing agendas, and making arrangements for special events. This role requires effective communication with various stakeholders, including the Divisional Headquarters (DHQ), Territorial Headquarters (THQ), donors, and community leaders. The Executive Assistant will also be tasked with maintaining accurate files, reports, and records, processing invoices and reimbursements, and performing other duties as assigned by the Kroc Administrators. In addition to general office duties such as typing, sorting incoming correspondence, screening calls, and maintaining databases, the EA-KA will also take and distribute meeting minutes and order supplies as needed. The position requires a high level of organization and the ability to work independently while managing multiple tasks efficiently. The EA-KA will also be involved in duties related to the Kroc Business Council and Advisory Board, ensuring that all communications are clear and professional. This role is vital for supporting the Kroc Administrators in their mission to serve the community effectively.

Responsibilities

• Provide high-level administrative support to the Kroc Administrators.
• Maintain calendars and schedules for the Kroc Administrators.
• Prepare agendas and make arrangements for special events.
• Communicate with DHQ, THQ, donors, and community groups/leaders.
• Maintain accurate files, reports, and records.
• Process invoices and reimbursements.
• Perform general office duties as assigned, including typing and sorting correspondence.
• Screen incoming calls and maintain databases.
• Take and distribute meeting minutes.
• Order supplies as needed.
• Assist with duties related to the Kroc Business Council and Advisory Board.

Requirements

• 6 years of relevant executive secretarial and general office experience.
• Associates degree or higher is a plus.
• Ability to accurately type 45-50 words per minute.
• Proficiency in Microsoft Word, Excel, Lotus Notes, and Explorer; working knowledge of Access and PowerPoint is a plus.
• Excellent secretarial skills including organization, filing, proofreading, and follow-up systems.
• Professional communication skills, both written and verbal, in English.
• Professional telephone skills and the ability to maintain confidentiality.
• Understanding of Salvation Army terminology.
• Completion of training on recognizing and reporting child abuse as per PA Act 153 of 2014 within 30 days of employment.

Nice-to-haves

• Experience working in a non-profit organization.
• Familiarity with community outreach and engagement strategies.

Benefits

• Generous paid time off including holidays, personal days, vacation time, and sick time.
• Employer funded Pension Plan with contributions beginning after 1 year of employment.
• Comprehensive health care coverage with low-cost employee premiums, co-pays, and deductibles.
• Eligibility for supplemental insurance plans including Short Term Disability, AFLAC, and Voluntary Term Life.
• Flexible Spending Accounts.
• Eligibility for the Federal Government's Public Student Loan Forgiveness Program.