Executive Assistant to Chief of Staff and Executive Director

WHO WE ARE NORTH10 PHILADELPHIA (NORTH10) is committed to improving the overall quality of life in the Hunting Park – East Tioga communities of North Philadelphia. Since 2007, the Lenfest Center has provided the youth of the Hunting Park-East Tioga sections of North Philadelphia with a welcoming, safe, and enriching refuge from systemic neighborhood violence, poverty, and a myriad of other trauma-inducing challenges. In 2018, North10, Philadelphia was formed as the parent organization, with the Lenfest Center as the cornerstone of innovative and inclusive efforts to revitalize this neighborhood. North10 has also expanded our original focus on youth to include all residents of our neighborhood. North10, Philadelphia works with our neighbors in Hunting Park-East Tioga and employs a holistic model to address issues of systemic violence, poverty, and disinvestment that have induced trauma, created barriers, and challenged the health and prosperity of this community. In recognition of the research that shows that the neighborhood in which we are born and grow up significantly impacts our life outcomes, including educational path, potential earnings, economic mobility, and long-term health, we invest in infrastructure, people, and programming to address Social Determinants of Health (SDoH). In close collaboration with neighborhood stakeholders North10 has developed an array of programs to meet the evolving needs of all neighborhood residents. North10's goal is for our community to be home to high-quality, cradle-to-career educational options; dignified and affordable housing; a thriving cohort of local businesses and job opportunities; and a safer, cleaner, healthier, and greener environment. Our activities include workforce development; a free-choice, no-cost community market; out-of-school time programs for youth; and affordable housing.WHAT YOU WILL DOThe Executive Assistant will provide high-level administrative, operational, and strategic support by managing complex schedules, preparing communications and reports, coordinating meetings and events, facilitating communication across the organization, and handling special projects. This role will act as a key point of contact, managing the Chief of Staff and Executive Director’s calendars while exercising emotional intelligence in a fast-paced environment that demands a delicate blend of agility, tact, and managing up.This role requires discretion and professionalism in dealing with employees, leadership, board members, community members, partners and the public, while maintaining complete confidentiality and protecting sensitive information. The individual selected for this role must also be results oriented, collaborative, and embrace the organization’s core values, ensuring team effectiveness.ESSENTIAL RESPONSIBILITIES:Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Administrative Support: ·        Provide high-level administrative support to the Chief of Staff, Executive Director, and Board of Directors; to include initiation and management of calendars, emails, correspondence, presentations, reports, research, telephone calls, travel coordination, expense report reconciliations, and preparation and distribution of meeting materials.·        Attend critical meetings, prepare agendas, take notes, track and follow-up on action items, ensuring the organization stays focused on top priorities.Communication: ·        Draft, review, and finalize professional correspondence, emails, reports, and presentations, serve as a point of contact for internal and external stakeholders. ·        Prepare, maintain, and complete minutes of all meetings, including Board meetings.·        Ability to communicate and establish strong relationships with staff as well as diverse stakeholders, that include partners in both the corporate and nonprofit sectors, donors, neighbors and community residents.Meeting & Event Coordination: ·        Manage logistics for internal and external meetings, including booking venues, arranging catering, and ensuring audiovisual requirements are met. ·        Manage and organize complex and demanding calendars by actively responding to meeting requests, proactively resolving and prioritizing scheduling conflicts, coordinate with other admins, employees, outside vendors, organizations, and/or partners to schedule meetings/events.Financial Support: ·        Track expenses and prepare reconciled credit card/expense reports for submission.·        Perform specialized and/or confidential finance related administrative duties. Conduct research and prepare financial reports to assist the Chief of Staff and Executive Director in the development of strategic and business plans and the budget.Information Management: ·        Assist with data management, organize and maintain confidential information, create and utilize filing systems, and manage records Special Projects: ·        Undertake special projects assigned by the Chief of Staff, which can range from research to process improvements. ·        Properly maintain executive records, Board minutes, corporate files, and reports to facilitate easy and quick retrieval of documents upon request.·        Handle sensitive client and company information with the highest level of discretion and integrity·        May be required to undertake other tasks and initiatives to support team and organizational goals. QUALIFICATIONS·        Bachelor's degree in a related field and/or equivalent work experience ·        5+ years of experience in an executive-level support role with demonstrated track record of success; exposure to the philanthropic and/or nonprofit sector a plus·        Meticulous attention to detail for creating and maintaining organized systems. ·        Excellent oral and written communication, with the ability to compose clear, concise, and professional documents. ·        Familiarity with common office software, such as Microsoft Office Suite, G-Suite, and video conferencing platforms. ·        Proven organizational skills, self-starter, multi-tasker, and the ability to take initiative and meet priorities in a fast-paced environment with a high level of accuracy and attention to detail.·        Ability to prioritize work assignments and organize workflow to meet deadlines.·        Ability to meet numerous deadlines, work with frequent disruptions, and reprioritize assignments as necessary.·        Ability to handle sensitive information with the highest level of confidentiality and exercise professional judgment. ·        A proactive, collaborative, and independent approach to work, combined with a strong initiative. ·        A demonstrated passion for and commitment to the North10 Philadelphia’s mission and values.·        Spanish language fluency preferred