Job Openings at PA Women Work
Senior Administrative Assistant
Position Summary
Pennsylvania Women Work is a Downtown Pittsburgh-based nonprofit workforce development organization dedicated to transforming the lives of Pennsylvanians through empowerment, employment and economic independence. By empowering women – and men – with job search and interview skills, opportunities to build their confidence, and help setting and achieving both professional and personal goals, PA Women Work helps individuals find lasting employment that pays a family-sustaining wage through unique and life-changing programs.
The organization is seeking a full-time senior administrative assistant. This role is responsible for a variety of administrative functions to ensure the smooth and effective operations of the organization.
The ideal person for the job will be a proactive problem solver with exceptional communication skills and a meticulous attention to detail. The candidate will have previous experience working in an office environment, performing administrative duties and providing support to management. Given the changing nature of the nonprofit landscape, we rely on our assistants for flexibility and foresight, while maintaining confidences related to high-level business operations.
Duties and Responsibilities:
Required Qualification and Experience
Preferred Qualifications
Position Summary
Pennsylvania Women Work is a Downtown Pittsburgh-based nonprofit workforce development organization dedicated to transforming the lives of Pennsylvanians through empowerment, employment and economic independence. By empowering women – and men – with job search and interview skills, opportunities to build their confidence, and help setting and achieving both professional and personal goals, PA Women Work helps individuals find lasting employment that pays a family-sustaining wage through unique and life-changing programs.
The organization is seeking a full-time senior administrative assistant. This role is responsible for a variety of administrative functions to ensure the smooth and effective operations of the organization.
The ideal person for the job will be a proactive problem solver with exceptional communication skills and a meticulous attention to detail. The candidate will have previous experience working in an office environment, performing administrative duties and providing support to management. Given the changing nature of the nonprofit landscape, we rely on our assistants for flexibility and foresight, while maintaining confidences related to high-level business operations.
Duties and Responsibilities:
- With a primary responsibility of supporting the Executive Director and Deputy Director, provide support to the executive team as directed to ensure that company goals and objectives are accomplished, and operations run efficiently.
- Support the administrative needs of the organization’s other key staff members, including Program Director, Development Director and Finance Manager.
- Handle a variety of administrative tasks including: creating reports & agendas, preparing letters, taking meeting minutes, coordinating calendars, maintaining records and organizing files.
- Act as the front-line administrative support of the nonprofit with strong organization and customer service skills. This includes answering the phone, directing clients, responding to emails, and supporting the staff as needed.
- Supports the Finance Manager with administrative tasks including compiling financial packets. This includes coordination and organization of invoices to ensure accuracy prior to submission.
- Coordinate and schedule meetings including: reserving meeting space, making food arrangement and coordinating room set-up as needed.
- Assist with client and donor database data entry and reporting as needed.
- Maintain the organization’s Board, committee and stakeholder contact lists.
- Update the community and client referral services list.
- Develop, implement and oversee office policies, procedures and systems.
- Coordinate travel and training arrangements as needed.
- Handle and manage the ordering of office supplies.
- Maintain the office in a clean and organized manner.
- Assist with special projects as needed.
Required Qualification and Experience
- Associate degree required (B.S. preferred).
- Minimum of 3 years of experience in office /executive administration or related position.
- Proficiency in Microsoft Office required (Word, Excel, PowerPoint).
- Proficiency in Google Suite needed.
- Experience with CRM/database systems.
- Must have ability to perform several tasks concurrently with ease and professionalism.
- Must have excellent interpersonal and customer service skills.
- Strong writing and communications skills.
- Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge.
- Ability to prioritize and organize work, perform duties with accuracy, and meet deadlines.
- Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business.
- Ability to keep company confidences.
Preferred Qualifications
- Experience overseeing financial reports, invoices and expenses
- Experience developing internal processes and systems
- Experience working in a nonprofit organization.
