Executive Assistant

Lifesteps - Butler, PA

Full-time - Entry Level

Butler, PA

Educational Services

About the position

The Executive Assistant / Support Supervisor at Lifesteps is a pivotal role designed to provide comprehensive support to the President and Chief Executive Officer (CEO) while also overseeing the Support Department. This position is integral to the smooth operation of the organization, which has been serving the Western Pennsylvania community for over a century. The Executive Assistant will be responsible for managing the CEO's calendar, scheduling appointments, and ensuring effective communication within the organization. This includes preparing correspondence, drafting speeches, and creating presentations that align with the agency's mission and goals. The role also involves evaluating and recommending improvements to internal processes, ensuring that the Support Department operates efficiently and effectively. In addition to administrative duties, the Executive Assistant will supervise assigned staff, fostering a collaborative environment and ensuring that all projects are completed to a high standard. This position requires a proactive approach to problem-solving and the ability to handle sensitive information with discretion. The Executive Assistant will also be tasked with conducting research and analyzing data to support management decision-making, making this role both dynamic and impactful within the organization.

Responsibilities

• Maintain the President and Chief Executive Officer's calendar and schedule/confirm appointments.
• Evaluate, recommend, create, and prepare positive and effective communication and correspondence for the President and Chief Executive Officer.
• Ensure Agency communications and documents are maintained in appropriate locations.
• Follow up on projects assigned to managers by the President and Chief Executive Officer.
• Initiate and draft speeches, newsletter columns, and presentations for the President and CEO.
• Research/Analyze data and develop reports for management decision-making.
• Manage and supervise the Support Department, ensuring participation and collaboration among staff.
• Analyze internal processes and recommend/implement procedural or policy changes to enhance efficiency and quality of projects.

Requirements

• High school diploma/GED with post high school, specialized office procedures training.
• Two (2) years' administrative support experience supporting senior leader(s).
• Excellent communication, organizational, and writing skills.
• Ability to function independently with a high degree of comprehension, analytical skill, and attention to detail in producing work in a timely manner.
• Considerable use of tact, diplomacy, discretion, and judgment when dealing with sensitive information.
• Proficient with Microsoft Office Excel and Word.
• Current driver's license and ability to travel as needed using a personal vehicle.

Nice-to-haves

• Associates Degree or higher in Business Administration.

Benefits

• 100% paid medical, dental and vision insurance premiums for full-time staff.
• Paid vacation, sick, personal appointment/emergency time.
• 12 paid holidays.
• Birthday off with pay.