Pennsylvania Horticultural Society (PHS) · 2 weeks ago
Senior EA to the President & Secretary of the Board
Philadelphia, PA, US
Full-time
Onsite
Senior Level
$80K/yr - $90K/yr
5+ years expThe Pennsylvania Horticultural Society (PHS) is seeking a Senior Executive Assistant to provide high-level support to the President and serve as Secretary of the Board. This role involves managing the President's correspondence, calendar, and task lists, as well as coordinating agendas and materials for board meetings and overall administration of the President's Office.
Non-profit Organization Management
Responsibilities
Gateway to the President for internal and external stakeholders and manager of the President’s correspondence, calendar, and to do lists. Specific responsibilities include:
Handle all incoming telephone, email, mail, and in-person requests; establish and operate inbox management systems; prioritize, determine next steps, resolve or delegate where appropriate, and see requests through to completion; keep requestors informed and satisfied
Maintain the President’s calendar; establish calendar management guidelines; schedule appointments; send reminders; coordinate meeting logistics; collect and share agendas and preparation required; document meetings and handle thank yous and follow up; track meeting frequency for Direct Reports, Board Chair, and key contacts
In conjunction with the President, maintain the President’s “To Do List” including identifying must do items each week with an eye towards critical path timelines for events in the coming weeks; send reminders; ensure completion
Manages administration for the President’s Office, including:
Set and manage President’s Office budget; process expense reports, timecards, and HR requests; maintain paper and digital files
Plan meetings and events; handle special projects at the President’s request
Prepare written correspondence; edit and proofread written materials
Coordinate and keep records for the work of Board, Standing, and Advisory Committees
Set meeting calendars; plan agendas and manage collection of materials; manage BoardEffect portal; handle RSVPs; plan food and beverage and meeting space; write minutes; keep records. EA directly manages some committees and provides oversight for staff who manage others. EA keeps records for all
Commit to PHS’s success and culture:
Provide excellent customer service to all constituents; represent PHS’s mission, values, and DEI commitment in all arenas
Participate in cross-PHS events and initiatives, including All Staff meetings, training, the Philadelphia Flower Show, and other initiatives
Stay current and comply with the organization’s policies and procedures, including emergency and safety procedures
Qualification
Required
Bachelor's degree
5+ years success supporting a senior executive's calendar, communication, and administration
Proven oral and written communication skills; problem-solving ability; customer service commitment
Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel) required
Must enjoy self-directing and working independently and collaboratively with a variety of internal and external stakeholders
Driver's License: Required
Must be able to sit at a desk and looking at a computer screen for up to 8 hours per day
Must be able to lift up to 15 lbs. occasionally
Requires grasping, writing, standing, sitting, walking, repetitive motions, pulling, pushing, and visual acuity
Must have finger dexterity to be able to operate office equipment such as computers, printers, filing cabinets, photocopiers, dolly and other office equipment as needed
Excellent customer service skills must be maintained at all times to ensure the optimal attendee, PHS member, and volunteer experience
Both in person and telephone interpersonal skills are necessary in order to provide information and assistance to attendees, PHS members, Flower Show volunteers and staff
Willingness to be flexible about work assignments
Preferred
Proficiency in Raisers' Edge and BoardEffect preferred
Benefits
403(b) savings plan with employer contributions
Medical, dental and vision insurance
Paid time off, including 19 paid holidays
18 days of paid time off annually
Flexible spending accounts
PHS paid insurances and optional personal insurance policies
Employee assistance program
Company
Pennsylvania Horticultural Society (PHS)
PHS uses horticulture to advance the health and well-being of the Greater Philadelphia Region.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Dave Chrystal
Chief Development Officer
Rob Feinberg
Chief Marketing Officer
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