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Signature Staffing

Executive Assistant Job at Signature Staffing in Mechanicsburg

Signature Staffing, Mechanicsburg, PA, United States

Job Description

Job Description
Become part of a team that advocates for ethical medical practices! Executive Assistant needed ASAP! Onsite, Mechanicsburg, M-F 8am-4:30pm, $18/hr. 3 yrs experience required. Contact Signature Staffing if you are interested 717-731-8777.

Position Title: Executive Assistant
Division/Department: Total Excellence in Association Management (TEAM) Reports to: Senior Director, TEAM
Classification: Full Time, Non-Exempt

POSITION SUMMARY:
The Executive Assistant will provide high-level administrative support to the Sr. Director in the management of the 27+ client associations that are maintained by the TEAM department.

This position will serve as a key liaison between the TEAM department, client associations, and internal PAMED staff and departments. The Executive Assistant will manage a wide range of tasks, including scheduling, communication, review of meeting details, and project coordination to ensure the smooth functioning of the TEAM department.
QUALIFICATIONS: Required Skill/Education/Knowledge
  1. Three years of executive-level administrative experience, preferably in association management or a related non-profit environment
  2. Bachelor's Degree preferred
  3. Strong organizational and time-management skills with the ability to multitask and prioritize effectively
  4. Excellent written and verbal communication skills
  5. Ability to maintain a high level of professionalism, to work independently and as part of a team
  6. Strong problem-solving skills and a proactive approach to tasks and challenges
  7. Demonstrates initiative, adaptability and a positive attitude
  8. Strong interpersonal skills with the ability to interact effectively with members, board members, and external stakeholders
  9. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and experience with association management software or CRM systems is a plus
  10. Valid State Issues Driver’s License SPECIAL REQUIREMENTS:
This position requires the ability to communicate with and work cooperatively with many different individuals, both internally and externally, and the ability to adjust to constant change. High incidence of after-hours and weekend meetings; heavy work schedule during Spring/Fall meeting season, which includes statewide, national, or international travel.
ESSENTIAL DUTIES:
  1. Provide comprehensive administrative assistance to the Sr. Director, TEAM, including calendar management, travel arrangements, and meeting coordination.
  2. Prepare agendas, materials, and presentations for board meetings, committee meetings and other association events as directed by the Sr. Director, TEAM.

  1. Draft correspondence, reports, and other documents as required.
  2. Prioritize and manage multiple tasks and deadlines while maintaining a high level of professionalism and discretion.
  3. Organize and maintain files, records, and databases related to TEAM operations.
  4. Track important deadlines and provide reminders for renewals, invoice payments, and other key milestones.
  5. Assist in the development and implementation of TEAM projects and initiatives.
  6. Track progress, manage timelines, and assist in coordinating the efforts of various team members and stakeholders.
  7. Actively assesses and improves contributions to company culture by practicing advocacy meaningfully, encouraging and respecting individuals' ideas and experiences, elevating colleagues' confidence to bring their whole and best selves to work, and navigate all communication based in active listening and thoughtful dialogue.
ADDITIONAL DUTIES MAY INCLUDE:
Assist with coordination of other TEAM and PAMED initiatives, as well as other duties that may be requested or assigned.
PHYSICAL ACTIVITIES
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  1. Sedentary work. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading. Hearing and speech to communicate in person, before groups, and over the telephone. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
  2. Operation of a motor vehicle, occasionally