Administrative Assistant

This position requires the ability to handle multiple priorities, anticipate needs, and independently handle tasks and decisions. The ideal candidate must be able to provide personalized and confidential executive assistance with discretion and judgment, display a high degree of professionalism when dealing with key executives and business partners, and be able to work with minimal supervision. The position reports to the Head of Programs and supports Westchester professionals in the Philadelphia office.

The candidate for this position will:

• Participate in planning and provide administrative support for departmental meetings and special events.
• Coordinate complex travel arrangements; working with internal contacts to prepare detailed travel itineraries, coordinate commercial flights, dining, and ground transportation; prepare and process required documentation travel.
• Keep up to date on corporate travel policies and travel booking software, e.g., Concur.
• Process expense reports; reconcile and track monthly credit card statements and expenditures in a timely manner.
• Arrange meetings and conference calls.
• Responds to regularly occurring requests for information.
• Maintain a proactive diary of items, including proactive support and follow up on items as needed.
• Maintain schedules and calendars.
• Coordinate, plan and lead social, volunteer and holiday events.
• Create and maintain team distribution lists, org charts, staff listings, etc.
• Onboard new hires in the department.
• Performs other duties as assigned.

• Advanced proficiency in SharePoint, MS Word, PowerPoint, Excel, Outlook, intranet, internet and travel and expense systems.
• Excellent organizational and time management skills, including demonstrated ability to multi-task, independently prioritize work in a high-volume environment, meet deadlines, and exercise excellent decision-making skills.
• Sound understanding of Zoom, Webex and other teleconferencing equipment.
• Strong written and verbal communication skills and proven ability to build relationships internally and externally.
• Demonstrated ability to serve as a key administrative resource including the ability to research inquiries and provide accurate and timely responses.
• Excellent customer service skills.
• Willingness to learn new systems and workflows.
• Analytical ability is required to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
• Proven ability to work independently and be a self-motivator.
• High school degree: College degree preferred.
• 5+ years administrative experience required.