Administrative Assistant Job at Girl Scouts Heart of Pennsylvania in Camp Hill

This position is responsible for providing day-to-day administrative support to the Chief Operating Officer.

Key Responsibilities

• Perform administrative tasks, including but not limited to coordinating projects, preparing meeting materials, scheduling calendar appointments, directing phone calls, and greeting visitors.
• Assist in scheduling, planning, and running meetings, events, and activities: work with vendors to coordinate logistics, coordinate staff and volunteer participation, and take meeting minutes when requested.
• Prepare written communications, including memos, emails, invoices, reports, letters, mail merges, information packets, and other correspondence while exercising attention to detail and high level of professionalism.
• Prepare and support presentations, webinars, PowerPoints, and related materials - obtain, assemble, and coordinate related documents.
• Organize and maintain records, files, and databases, including electronic and physical filing systems.
• Provide clerical support, including but not limited to printing, copying, scanning, and preparing donor packages and presentations.
• Create and pull statistical reports, review and summarize data, such as: key performance indicators, donor lists, survey results, etc.
• Execute projects, including organizing important information, monitoring progress, and keeping everyone in the loop. Organize tasks to ensure projects are running smoothly and no critical deadlines are missed.
• Ensure the integrity and confidentiality of the council's correspondence, internal processes/policies/procedures, and executive level discussions/information.
• Collaborate with Girl Scouts of the USA and other Girl Scout Councils as needed.
• Provide professional, quality customer service to all customers (donors, members, volunteers, staff, and other community contacts).
• Demonstrate commitment to the Girl Scout mission and the Girl Scout Leadership Experience by representing GSHPA in a positive and professional manner.
• Work independently with limited supervision.
• Perform other duties as assigned in support of council-wide initiatives and cross-functional teams to further the mission of GSHPA.

• Three to five years of experience in an administrative position.
• Highly proficient in MS Office, Adobe Acrobat and virtual meeting platforms.
• Possess professional communication skills and excellent grammar, strong phone and email etiquette.
• Use sound judgment and critical thinking skills when decision making.
• Strong time management and organizational skills with the ability to prioritize a high volume of work while managing multiple deadlines and staying calm under pressure.
• Possess business and persuasive skills and communicate strategically on COO's behalf.
• Work independently and with limited supervision.
• Efficiently operate standard office equipment.
• Work with individuals of diverse background and ages in a professional manner.
• Adapt well to changing circumstances, direction, and strategy.
• Work a flexible schedule, to include nights and weekends, as needed.
• Hold and maintain a valid driver's license - access to reliable transportation required.
• Travel throughout the council, as needed.
• Lift/carry 25 pounds.
• Sitting, standing, or walking for a moderate period of time is required.