Staff Associate

Job Locations US-PA-Philadelphia
Executive Office
Regular Full-Time


The Staff Associate provides administrative support for the Executive Office as it relates to the activities and initiatives of the CEO. This individual will assist in communicating internally and externally in support of the CEO and arranging domestic and international travel for the CEO and other colleagues in the Executive Office.


This position will facilitate the individual’s ability to support the professional environment of the department and the organization.


•Assists the Director with coordinating ground and air travel, related itineraries, and other services for the CEO’s domestic and international trips.
•Assists with preparation of email/correspondence to coordinate the CEO’s attendance and travel to meetings and events. Obtains and verifies these meeting logistics and submits reimbursements.
•Records and verifies travel related expenses and purchases on department corporate accounts and submits receipts monthly to the Director with itemized cost explanations. Under guidance of the Director, processes reimbursements and obtains payments for all travel expenses.
•Assists and oversees the printing and assembly of documents for Board Meetings. In support of the Annual Meeting, prepares individual meeting files by collecting agendas, and gathers supporting documents for the CEO.
•Provide administrative support to the Board Liaison and the Director for all Board Meetings and Presidential events.
•Greet staff and facilitate appointments with the CEO upon their arrival to the Executive Office.
•Assists with preparation for internal meetings and set-up in the Executive Conference Room (or alternate location), when needed. Prepare/order refreshments when needed.
•Primary point of contact for screening and redirecting incoming calls, emails, and mail to the Executive Office to the appropriate individuals and/or departments; responding , when appropriate, to do routine inquiries. Date and distribute Executive mail upon delivery. Oversee freight shipments including Annual Meeting informational materials for entire Executive Office and CEO office.
•Assist Director in managing telephone appointments/teleconferences, interviews and meetings in the CEO’s office and Executive Office conference room. Prepare print out of daily schedule and gather supporting documents relevant to meeting topics.
•Track and respond to special event invitations received by the CEO. Records in Executive Office calendar and indicate when response is sent, make note of RSVP, and follow-up as needed. Prepare acceptance or regret letter/email or telephones RSVP in a timely manner.
•Assist with establishing, maintaining, expanding, and upkeep of the electronic and hardcopy files located in the Executive Office.
•Assist with the purchase and mailing of condolence/congratulatory/gratitude/holiday gifts and prepare accompanying correspondence.
•Assists with maintaining appearance and refilling supplies of the Executive Office Conference room, copy room, kitchen, and CEO’s Office.
•Maintains confidential and proprietary information.
•Perform the essential functions of the position and other related duties as assigned and as necessary.



•Bachelor’s degree required, Master’s degree a plus
•Five (5) years of administrative experience, preferably in a non-profit or academic environment.
•Detail oriented with high level of accuracy.
•Excellent writing skills, especially when preparing emails and memos sent internally and externally.
•Strong oral communication skills.
•Ability to work in a fast-paced environment; must be responsive, resourceful, and flexible.
•Organized and able to keep track of numerous projects; ability to accurately interpret a variety of instructions and complete tasks in a timely manner.
•Strong technical skills with focus on data analysis and collection.
•Experience in arranging and managing domestic and international executive travel.
•Ability to research and summarize background information for CEO’s travel support documents.
•Excellent interpersonal and teamwork skills especially while responding to requests and troubleshooting problems.
•Maintain confidential and proprietary information.
•Proficiency in Microsoft Word and Outlook; basic knowledge of Excel and Powerpoint.


How to Apply:
Please submit your cover letter and resume (including salary expectation).

Equal Opportunity Employer


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