Executive Assistant

  • Open Application Dates: 11/15/2017 – 12/20/2017.
  • Please send all application materials to aeagan@afsc.org

Position Summary

21 Hours per Week – Part Time. The Executive Assistant supports the effectiveness of the General Secretary by proactively coordinating and prioritizing activity, ensuring topics of importance are attended to in an organized and efficient manner, coordinating projects and proactively identifying other areas in which s/he can provide further assistance to the General Secretary. The Executive Assistant handles a wide variety of situations involving the clerical and administrative functions of the General Secretary’s office and is responsible for confidential and time sensitive material.


Key Responsibilities

  • General Secretary Support (90%)
    • Manages the General Secretary’s calendar, including scheduling routine, recurring and one-off appointments, confirm appointments.
    • Keeps the General Secretary well informed and prepared for upcoming commitments and responsibilities, makes travel arrangements.
    • Manages General Secretary’s correspondence, including email, postal mail, and phone calls. Screens, routes and prioritizes incoming communications. Responds and provides receipt acknowledgments where possible with a timeline of when the General Secretary will be able to respond. Gathers information that may be needed for the General Secretary’s response. Drafts correspondence to be sent under the General Secretary’s name.
    • Prepares and edits a wide range of documents that may include correspondence, reports, drafts, memos, and emails for transmission by the General Secretary as requested.
    •  Assists General Secretary in all aspects of preparation for meetings and programs coming out of the General Secretary’s office including communications, document preparation, logistics, and follow-up.
  • Other Tasks (10%)
    • Serves as back-up for office operations as needed during busy administrative times or to cover vacation of the office assistant.
    • Attends and supports Annual and Continuing Sessions
    • Other duties as assigned.

Accountability

  • This position reports to the General Secretary, who will conduct an annual review.

Qualifications

  • •High School diploma or equivalent
  • 3-5 years of experience in an Administrative or Executive Assistant role
  • Demonstrated ability to exercise discretion and maintain standards for confidentiality
  • Detail oriented with strong organizational and analytical skills
  • Ability to work independently and to handle multiple tasks, projects, and priorities
  • Excellent interpersonal skills and standards of professionalism for interacting with a broad range of audiences
  • Demonstrated ability to cope with pressure and manage stress
  • Familiarity and demonstrated ease with Quaker faith and practice.Highly skilled in MS Word, Excel, Outlook and Power Point
  • Strong writing, editing, and copyediting skills
  • Knowledge of Quaker principles and practice
  • A sense of humor is a plus

Note: All Philadelphia Yearly Meeting staff members work in a collaborative manner to support the concrete and spiritual goals of the Yearly Meeting as a whole. In that context all are expected to be flexible, collegial, and willing to accept a variety of assignments.