Executive Assistant

The Philadelphia Federation of Teachers, which represents nearly 14,000 education professionals, seeks an executive assistant who will provide high-level administrative support and assistance to the President and the executive office.

Responsibilities include:

• Answering phones, taking messages, processing/scanning, incoming mail, data entry, and preparing outgoing mail.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for the executive office.
• Prepare all necessary documents for Executive Board and Membership Meetings, including agendas, minutes, and any other documents necessary for the meetings.
• Transcribing and proofreading executive communications.
• Collecting, archiving, preserving, and managing documents for the executive office.
• Adhering to the document management and retention policies.
• Managing records, schedules, calendars, including logistical arrangements for the executive office as required.
• Supporting the executive office by communicating as assigned with vendors, attorneys, company representatives, and other staff.
• Acting as a notary as needed.
• Working in collaboration with other departments throughout the Federation to support organizational goals.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Performs office tasks including maintaining records, managing executive office inventory, and ordering supplies.
• Interface with Federation members regarding membership support.
• Manage catering requests and ordering food, beverages, and supplies for meetings, events, and negotiations.
• Reserve and manage rooms for meetings.
• Keeping up with the Federation’s campaigns and goals by weekly reviewing the public-facing communications via social media, website, newsletters, emails, and text messages.
• Performs additional duties as assigned by executive office staff..

Qualifications:

• Must be proficient with calendaring, drafting and revision of documents, dictation, phone assistance, coordination of files, and general support.
• Excellent organizational, communication, time management, and computer skills.
• Expertise with Word, Excel, Powerpoint, and G-Suite software programs.
• Excellent verbal and written communication skills.
• Must be detail-oriented, resourceful, take initiative, and have a demonstrated ability to successfully manage multiple projects on deadlines.
• Strong interpersonal skills. Excellent speaking, listening, and professional customer service skills.