Please login/register to apply for this job.
17 Dec 2021

Full-Time Scheduling & Executive Administrative Assistant – Posted by Philadelphia, Pennsylvania, United States

Job Description

  • Manages coordinates and oversees all internal and external meetings involving the President & CEO and Senior Vice President of Institutional Advancement.
  • Reserves conference rooms and conference lines as well as coordinating relevant meeting logistics for all meetings involving the President & CEO.
  • Assists the Manager of Board of Director Relations in preparing for Board of Directors meetings.
  • Coordinates Chairman’s Council meetings.
  • Serves as the point person for processing all Americans with Disabilities Act (ADA) ticket requests.
  • Serves as the Comstar administrator, updating the auto-attendant for office closures and forwarding calls to the Venue Receptionist on show days.
  • Manages the issuing, fulfilment, and tracking of gift certificates.
  • Serves as primary contact for calls to the President’s office.
  • Manages activities related to external boards and committees the CEO serves on.
  • Serves as the point person for office supply management, oversight of inbound and outbound mail distribution, and check processing in conjunction with the development and finance departments.
  • Oversees the maintenance and repair of office machinery and equipment, such as copiers, printers, telephones, and computers.
  • Greets visitors and determines whether they should be given access to specific individuals.
  • Manages, orchestrates, and resolves all inbound and outbound communications for the President & CEO.
  • Opens, sorts, and distributes incoming correspondence, including faxes and email.
  • Shares primary main phone line responsibility with the Programming and Private Events Coordinator as well as seasonal interns.
  • Oversees the maintenance and organization of the President’s Office, front office, copy room, kitchen area, and common area.
  • Maintains full responsibility for the President & CEO’s schedule, including both personal and business needs.
  • Ensures the President & CEO is issued a copy of their daily calendar for the next business day by EOD each day.
  • Maintains an updated document of usernames, passwords, and other confidential information for the President & CEO.
  • Ensures the President & CEO is properly prepared for all meetings by gathering materials in advance, confirming attendance for all meetings, preparing conference rooms, and ensuring all logistical concerns are met in a timely manner.
  • Manages the President & CEO’s administrative credit card reconciliation in conjunction with the Finance department.
  • Takes detailed dictations and follows up on noted action items as needed.
  • Compiles and submits expense reports for all invoices pertaining to the Office of the President in conjunction with the finance department.
  • Manages digital and physical filing including binders, meeting materials, and printed emails for the proper function of the President & CEO’s office.
  • Solves technical problems for CEO with phone, computer, printer, cell phone, etc.
  • Organizes events in relationship to the Office of the President, including staff holiday parties and other events as needed.
  • Other duties as assigned.



Knowledge, Skills & Abilities:


  • Proficient with Microsoft Office products.
  • Ability to interact positively with others in a collaborative environment.
  • Ability to provide transportation to the office and venue as needed.
  • Knowledge of performing arts is a plus.
  • Must possess a valid driver’s license.
  • Must be able to work nights, weekends and irregular hours as driven by operational requirements.
  • COVID-19 vaccination will be required for this position subject to legally valid exemptions.

How to Apply

Please visit: Select the role and click on 'Apply Here'

Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: 40,000 - 60,000.

Job expires in 56 days.

57 total views, 1 today

Apply for this Job