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Executive Assistant to the General Secretary

Company American Friends Service Committee
Location Philadelphia, PA 19102
Update 5 Day ago
300
Status: Full Time

Application Deadline: October 13, 2017

Location: Philadelphia, PA

For consideration, please attach your cover letter and resume to the online application.

Summary of Principal Responsibilities: Responsible for managing the General Secretary’s Office, including providing general executive administrative support to the General Secretary (GS) and Deputy General Secretary (DGS); accomplishing general duties of office management and of meeting support and planning for GSO. Responsible for other administrative duties in support of the General Secretary’s Office as needed.

Essential Functions/Responsibilities: The key responsibilities of the Executive Assistant to the General Secretary include the following:

General

Provide a broad variety of executive administrative support and coordination for GS and DGS including scheduling, research, drafting, prioritization, preparation and dissemination of correspondence.
Establish a workflow system for the GS and DGS which creates swift, error-free turnaround and follow-up, as well as a workable system for prioritizing engagements.
Supervise the Governance Secretary and ensure that the support functions of the GSO are done in a timely and efficient manner. Manage workflow in the GSO.
Calendar, Travel and Meeting support

Make all travel arrangements; prepare the itinerary, confirm accommodation and transportation, and process travel expenses.
Provide calendar management and prioritize internal/external requests and invitations. Troubleshoot conflicts and make judgments and recommendations to ensure smooth day-to-day engagements.
Provide meeting planning support and follow-up for scheduled Leadership Team meetings and retreats.
Coordination

With the DGS, provide support to monthly meetings of central office Administrative Assistants to ensure coordination of AFSC meetings, events, projects and administrative procedures.
Work closely with the Governance Secretary to streamline Board business and meeting preparation.
Finance and Budget

Prepare, monitor and reconcile the budget for the GSO. Oversee accounting procedures and consult with the General Secretary on budgetary matters.
Exercise responsibility for inventory for all office equipment and for monthly printer cartridge orders. Maintain all GSO office supplies in sufficient quantities for on-going use, tracking expenses against budget, ordering new supplies and purchasing new items as necessary.
Prepare, process and track GSO vendor vouchers and check transmittals as needed.
Responsible for and serve as primary contact for accommodation and food vendors for meetings hosted by GSO. Track logistical costs within the budget and negotiate rates with service providers where needed.
Reviews and prepares GS monthly bank credit card reconciliation statement on a timely basis.
Communication and Documentation

Administer correspondence and manage incoming mail and email of GS bringing urgent matters for attention and keeping a careful follow-up and action priority list.
Responsible for maintaining GSO confidential electronic and hard copy files and maintain GSO Star Café intranet pages.
Receive visitors and phone calls in the GSO. Serve as primary point of contact, provide information and redirect calls as necessary.
Minimum Qualifications

Education: Related college degree or equivalent experience

Experience: Demonstrated executive support experience in using sound office procedures, initiative and strong critical thinking to provide efficiently-organized, anticipatory support of senior management. Supervisory experience required.

Other Required Skills and Abilities:
Commitment to Quaker values and testimonies. Understanding of and compatibility with the principles and philosophy of the American Friends Service Committee including non-violence and the belief in the intrinsic worth of every individual.
Understanding of and commitment to the principles, concerns, and considerations, of AFSC in regard to issues of race, class, nationality, religion, age, gender and sexual orientation, and disabilities. Demonstrated ability to work and communicate with diverse staff.
Demonstrated ability to take initiative within established guidelines, exercise sound judgment, and complete work in an environment of changing priorities.
Demonstrated ability to produce accurate and timely work output
Demonstrated ability to work both independently and smoothly as part of a team.
Strong analytic abilities and demonstrated ability to think creatively and employ multi-faceted approaches to complex problem-solving. Detailed and thorough approach to organizing tasks and carrying them out.
Excellent communication skills, both written and verbal.
Mature judgment. Proven ability to work with confidential materials with discretion.
Wide-ranging experience with technology and otherwise superior personal computer skills, including proficiency with contemporary programs and portals.
Demonstrated ability to handle a heavy workload and time-pressured situations in a self-possessed, collected manner.
Demonstrated experience and skill in coordinating logistical arrangements for meetings, conferences and social functions.
Demonstrable interpersonal skills in working tactfully and graciously with a wide variety of people. Demonstrated desire to work collegially.
Demonstrated interest in accepting a challenge and learning new skills.
Flexibility to work occasional hours beyond the normal work schedule. Must be able to attend occasional evening and weekend meetings, travel occasionally.
Compensation: Salary Range starts at $54,416 –Exempt – Comprehensive medical and hospitalization plan; term life, accident and salary continuation insurances, defined benefit pension plan, plus fringe benefits; participation in unemployment and worker’s compensation and social security.

The American Friends Service Committee is an Affirmative Action/Equal Opportunity Employer. Qualified persons are encouraged to apply regardless of their religious affiliation, race, age, sex, gender identity, sexual orientation or disability.

AFSC’s Central Office and some of its offices in the U.S. are unionized workplaces. This position is not represented.

The American Friends Service Committee is a smoke-free workplace.