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.