Center for Schools and Communities Executive Assistant (#5071)

About the position The Center for Schools and Communities (CSC) is a statewide education, training, and technical assistance organization located in Camp Hill, Pennsylvania. We are seeking a qualified candidate for the full-time position of Executive Assistant to the Chief Programs Officer. This role is pivotal in supporting the Chief Programs Officer (CPO) with day-to-day administrative tasks while ensuring the smooth flow of information necessary for policy and operational decisions. The Executive Assistant will maintain confidentiality and oversee all written and oral communications for the CPO's office, manage the CPO's schedule, and keep the CPO informed about urgent and critical issues. In addition to administrative support, the Executive Assistant will serve as a liaison between the CPO, CSC staff, and state department staff as needed. The position also involves assisting the CPO with special projects, collecting and compiling relevant data, and preparing clear and concise reports and presentations. The Executive Assistant will be responsible for various areas including communication handling, calendar management, meeting preparation, project coordination, and office organization. This role requires a high level of discretion and the ability to manage confidential information effectively. The position offers a salary range of $47,000 to $58,000, depending on qualifications, and includes excellent benefits such as medical, dental, and vision insurance, as well as retirement options through the Pennsylvania Public School Employees Retirement System (PSERS) and life insurance options. The work schedule is Monday through Friday, totaling 37.5 hours per week, with the possibility of a hybrid work schedule that includes three days in-office and two days of telework. However, face-to-face interaction with clients and participation in meetings and trainings may be required on teleworking days, subject to the CSIU telework policy.

Responsibilities

• Handle all communication for the Chief Programs Officer's office.

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• Manage the Chief Programs Officer's calendar and schedule.

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• Prepare for meetings and coordinate events.

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• Compile and submit monthly reports.

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• Coordinate special projects as assigned by the Chief Programs Officer.

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• Maintain confidentiality of sensitive information.

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• Organize office operations and procedures.

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• Build and maintain relationships as a liaison between the Chief Programs Officer and other staff.

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• Prepare and submit expense reports.

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• Assist with research and data collection.

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• Coordinate travel arrangements for the Chief Programs Officer.

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• Provide administrative and operational support.

Requirements

• Bachelor's degree in business, communications, or a related field with at least five years of executive-level administrative experience (preferred).

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• Associate's degree in business, communications, or a related field with eight years of executive-level administrative experience.

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• High School Diploma or GED with a minimum of 13 years of executive-level administrative experience.

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• Excellent time management and prioritization skills.

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• Strong organizational skills to manage multiple tasks efficiently.

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• Attention to detail to ensure accuracy in documents and schedules.

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• Knowledge of business language, practices, and etiquette.

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• Emotional intelligence to manage relationships and sensitive situations effectively.

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• Adaptability to handle unexpected challenges and changing priorities.

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• Problem-solving skills to assess issues and implement solutions promptly.

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• Discretion and confidentiality in handling sensitive information.

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• Event coordination skills for planning meetings and activities.

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• Proactive approach to anticipate the needs of the Chief Programs Officer.

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• Leadership and collaboration skills to manage tasks and work with others effectively.

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• Strategic thinking to understand the implications of decisions for the organization.

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• Resilience to handle difficult situations.

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• Expert proficiency in Microsoft Office Suite, Google Drive, and database software.

Nice-to-haves

• Experience with Hubspot CRM and Pheedloop event management software.

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• Familiarity with virtual meeting platforms such as WebEx, Zoom, and Microsoft Teams.

Benefits

• Medical insurance

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• Dental insurance

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• Vision insurance

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• Retirement options through PSERS

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• Life insurance options

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