Executive/Administrative Assistant Job at Davis Consulting Solutions in Pittsbur

Job Description
The Executive Assistant (EA) will work closely with the President and Chief Executive Officer (CEO) in the day-to-day administrative functions of the company at the strategic and tactical level of the operation. This role will support the CEO and leadership to execute and administer the day-to-day operations, program development, contract management, staff development, and business development to ensure smooth and effective workflows. Examples include daily office and workforce development administration, calendar and meeting management coordination, and reconciling and handling AR/AP with leadership, the accounting team, vendors, and subcontractors as required.This role requires exceptional communication skills, strategic planning, and organizational capabilities to support the CEO and key leadership in maintaining business efficiency and achieving positive net results. The Executive Associate (EA) will contribute to administrative strategies for meeting client contractual requirements, including data manipulation, metrics, and quality control for tracking project timelines and deliverables. The role ensures the CEO is updated on project status and deadlines, they will also develop and support project monitoring and evaluation systems, document and report key performance indicators. The EA plans and executes company events, meetings, and conferences, including the annual Collective Community Impact Forum. This role assists with the coordination with internal and external stakeholders to ensure project success. The EA acts as a crucial link between the CEO and the rest of the organization, ensuring that the CEO's strategic vision is implemented effectively at the tactical level. By managing the administrative tasks, the EA enables the CEO to focus on high-level strategic planning and decision-making.

Operations & Program Development:

• Support the CEO and executive leadership team in implementing operational and program development through documentation, communication, coordination, and process management to ensure both strategic initiatives and day-to-day operations run smoothly, contributing to the overall success and efficiency of the company.
• Assist the CEO with the contractual requirements and budgeting processes by compiling reports including financials and ensuring documentation is ready for review, in compliance, and meets quality assurance standards.

Communication Support:

• Assist in communications to support the CEO and key leadership.
• Implement comprehensive communication strategies to keep stakeholders informed.

Project Monitoring & Evaluation:

• Develop and support systems for monitoring project progress and evaluating outcomes.
• Document and report key performance indicators and project outputs.

Event Coordination & Impact Measurement:

• Organize events including the annual Collective Community Impact Forum and measure its effectiveness.
• Develop and distribute promotional materials for events, outreach, and training.

Business Development Support:

• Assist in business development efforts, including grant management and client proposal preparation.
• Utilize grant templates and manage the grant submission process.

Administrative Support:

• Manage executive schedules, including travel arrangements, conference scheduling, and appointment setting.
• Handle executive email correspondence and prepare responses to routine inquiries.
• Maintain office policies and procedures and assist in updating as needed.
• Record meeting discussions and prepare meeting minutes.
• Develop and implement strategies for administrative and operational excellence.

Requirements

Qualifications and Skills:

• Bachelor's degree from an accredited college/university or 3-5 years of experience.
• Highly organized with the ability to prioritize and manage multiple tasks.
• Ability to adapt to changing priorities and meet deadlines effectively.
• Experience leading multiple administrative activities in several locations.
• Comfortable working in a high-pressure environment.
• Strong professional communication skills, both verbal and written.
• Exceptional attention to detail in administrative tasks.

Preferred:

• Proficient in using Zoho products for operations management.
• Experience in executive-level calendar management and scheduling.
• Ability to adapt to changing priorities and meet deadlines effectively.
• Proficiency in Canva for designing marketing materials and Google Workspace tools for collaboration and document management.

Benefits

We believe in supporting the well-being, growth, and security of our team members. When you join our organization, you'll enjoy a comprehensive benefits package designed to enhance your personal and professional life. Besides meeting your passion for making a difference in people's lives and career advancement, opportunities you may also be offered:

• Remote Work Options
• Paid Time Off/ No-Paid Time Off
• Supplemental Insurance
• Life and Disability Insurance
• Performance-Based Incentives
• Flexible Schedule
• Professional Development
• Cell Phone Stipend
• Mileage reimbursement
• Retirement Benefits
• Workplace Perks