Senior Executive Assistant

**Salary: Competitive, commensurate with experience**

**WHO WE ARE**

We are a national nonprofit organization dedicated to enhancing lives by equipping students with essential skills for making informed decisions. Established in 2014 and supported by experts in decision sciences, business, and education—including several Nobel laureates—we believe that better decision-making leads to improved lives and a stronger society.

As a field builder, we collaborate with teachers, academic and business leaders, families, and community members to promote the importance of Decision Education in schools across the nation.

We pride ourselves on fostering an inclusive, supportive, and collaborative culture. Our diverse team consists of educators, researchers, subject matter experts, and other professionals who are passionate about our mission. We are proud to be an Equal Opportunity Employer.

**WHAT WE OFFER**

We provide a comprehensive total rewards package that includes competitive compensation based on experience, generous Paid Time Off (PTO), an Employee Assistance Program (EAP), and employer-paid medical, vision, dental, life, and disability insurance. Employees also have the option to contribute to a Flexible Spending Account (FSA) and a 401(k) plan with a dollar-for-dollar match up to 5%.

**JOB OVERVIEW**

We are seeking a Senior Executive Assistant to play a vital role in supporting our Executive Office. This position requires a resourceful, discreet, and tech-savvy individual who can optimize workflow efficiency. The ideal candidate will possess strong problem-solving skills, manage competing priorities, think critically, and ensure seamless communication across all levels of the organization. With a proactive approach and the ability to anticipate needs, the Senior Executive Assistant will handle confidential information and utilize technology to streamline processes, manage complex projects, facilitate Board meetings, and enhance overall operational effectiveness.

The Senior Executive Assistant will report to the Organizational Project Manager (OPM) and will directly support the Executive Office members, including the Executive Director (ED) and Chief Operating Officer (COO).

**LOCATION AND SCHEDULE**

This is a full-time position requiring an 8-hour workday and a 40-hour work week. As an exempt position under the FLSA, it is not eligible for overtime pay.

The Senior Executive Assistant will follow a hybrid work schedule, with on-site presence required at our corporate office in Bala Cynwyd, PA, on Tuesdays and Thursdays. Remote work or office-based work is available during the week as needed, with occasional additional days in the office for onsite meetings.

**KEY RESPONSIBILITIES**

*Administrative Management*
- **Calendar and Scheduling:** Organize and manage the Executive Office calendar, ensuring effective time management and coordination of activities, including scheduling appointments, meetings, and events while resolving any conflicts promptly.
- **Review Process:** Coordinate and manage the flow of content for the review process, ensuring timely preparation, review, and distribution of documents and materials.
- **Meeting Organization:** Organize meetings, prepare detailed agendas and documents, take meeting notes, and monitor action items, ensuring follow-ups to maintain accountability and progress.
- **Data and Technology Management:** Input and maintain accurate data in databases, and assist in developing and maintaining technology systems and platforms, including project management tools and strategic plans.
- **Board Meetings:** Plan and coordinate three Board meetings annually, managing logistics, technology, catering, venue/travel arrangements, and communications to ensure a seamless experience for all participants.
- **Reimbursements and Reporting:** Process reimbursements accurately and promptly, and create comprehensive status reports for the Executive Office from various platforms.
- **Project Management:** Assist in managing projects and timelines, ensuring timely completion and adherence to goals, including tracking milestones and deadlines.

*Communication and Coordination*
- **Cross-Departmental Communications:** Facilitate effective communication across departments to ensure smooth collaboration and information flow.
- **External Communications:** Manage communications with the Board and external contacts, maintaining professionalism and clarity. Draft, review, and send correspondence on behalf of the Executive Office.
- **Travel Arrangements:** Coordinate travel for the Executive Office, including booking flights, arranging accommodations, and creating detailed itineraries, ensuring efficient management of all logistics.
- **Confidentiality:** Maintain strict confidentiality in all areas of responsibility, handling sensitive information with discretion and professionalism.

*Adaptability*
- **Flexible Responsibilities:** Responsibilities may evolve over time based on organizational needs. The Senior Executive Assistant must remain adaptable and ready for new challenges in a fast-paced environment.

**JOB QUALIFICATIONS**

- **Extensive Executive Support Experience:** Ideal candidates will have significant experience providing high-level administrative support, preferably to an Executive team.
- **Technological Expertise:** Proficiency in Google Workspace is required, with experience in Salesforce, project management tools, and other relevant software preferred. Ability to take detailed notes and track actions during meetings is essential.
- **Discretion & Confidentiality:** Strong ability to handle sensitive information with professionalism and sound judgment, maintaining confidentiality in all communications and documentation.
- **Strategic Prioritization & Multitasking:** Proven ability to manage multiple tasks and projects concurrently, ensuring timely and accurate completion in a fast-paced environment, with strong organizational skills and attention to detail.
- **Independent & Team-Oriented Work Ethic:** Highly self-motivated, capable of working efficiently with a high level of independence while thriving in a collaborative team setting.
- **Detail-Oriented & Process Driven:** Meticulous attention to detail and process optimization, with the ability to develop and implement efficient workflows.

**ATTRIBUTES AND CHARACTERISTICS**

- **Collaborative Style:** Team-oriented and cooperative, fostering a positive work environment.
- **Critical Thinking:** Strong problem-solving and critical thinking skills for effective decision-making and issue resolution.
- **Proactive Attitude:** A positive and proactive approach to tasks, with a willingness to tackle any challenge with enthusiasm.
- **Communication Skills:** Excellent written and verbal communication skills with internal and external stakeholders.
- **Professionalism:** Demonstrates sound judgment, professionalism, and the highest standards of ethical conduct.
- **Results-Oriented:** Able to pivot effectively between projects while remaining focused on priorities and goals, delivering high-quality results.
- **Adaptable and Flexible:** Willingness to adapt, learn, and seek solutions to new situations, technologies, and processes.
- **Organized:** Responsible, diligent, and conscientious with outstanding organizational skills.
- **Compliance and Safety:** Commitment to adhering to all organizational policies and procedures, ensuring a safe work environment.

**PHYSICAL AND ENVIRONMENTAL DEMANDS**

- **Sitting:** Primarily desk-based work, with most time spent sitting at a desk or workstation.
- **Movement:** Occasional walking or standing as needed.
- **Lifting:** Occasional lifting and carrying of up to 10 lbs.
- **Hand and Finger Dexterity:** Constant use of hands for tasks such as typing, writing, or handling small objects.
- **Visual and Auditory Requirements:** Good vision and hearing are necessary for tasks such as reading documents, working on a computer, or communicating with colleagues or external parties.

This position is based in the United States.

Any posted salary range or benefit offerings for this position reflect our good faith estimate of what ideal candidates can expect. We will tailor any offer based on the selected candidate's relevant experience, knowledge, and skills, as well as other factors that may be relevant. The salary and benefits mentioned may be revised at the organization's discretion.

We are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment based on merit and without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

Employment is on an at-will basis, meaning that either the employee or the organization can terminate the employment relationship at any time, with or without cause or notice.
Employment Type: Full-Time
Salary: $ 70,000.00 110,000.00 Per Year