Staff Assistant

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


The Executive Office Staff Assistant reports to the Director and the Administrative Director and provides high-level administrative and clerical support for the Executive Office as it relates to the activities and initiatives of the CEO.


This role requires and individual with a minimum of three to five years administrative experience. A team player: collaborative, adaptable, highly professional representative of the organization, that is a hardworking, and proactive individual.

  • Primary point of contact for Executive Suite for all events and activities. Assists Director in managing telephone appointments/ teleconferences, interviews and meetings in the CEO’s office and Executive Office Conference Room. Prepares print-out of daily schedule and gathers supporting documents relevant to meeting topics.
  • Provide administrative support to the Board Liaison and the Director for all Board Meetings and Presidential events. Oversee printing, collating, and posting of documents for all AACR Board Meetings and binderoffice.
  • Date and distribute Executive mail upon delivery. Oversee freight shipments including Annual Meeting informational materials for entire Executive Office and CEO office.
  • Execute upgrades and make suggestions on the appearance of the Executive Suite – maintain existing décor and furnishings and incorporate improvements to the physical plant. Monitor service and operation of department equipment and supplies. Place orders and stocks office supplies and catering supplies for the department and the Executive Office kitchen.
  • 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 Suite.
  • Assist with preparation and execution of internal meetings; arrange set-up in Executive Conference Room (or alternate location). Prepare/order refreshments when needed.
  • Greet staff and facilitate appointments with CEO upon their arrival to Executive Office.
  • Handle incoming telephone calls and respond to routine inquiries, direct non-routine calls to the appropriate individuals and departments. Assist with screening Executive Office phone calls, emails, and mail, responding when appropriate.
  • Assist with the purchase and mailing of condolence/congratulatory/gratitude/holiday gifts and prepare accompanying correspondence.
  • Maintain confidential and proprietary information.
  • Perform the essential functions of the position and other related duties as assigned and as necessary.


  • Three to five years executive administrative experience, preferably in a non-profit or academic environment.
  • Ability to work in fast-paced environment; flexible, responsive, and resourceful.
  • Organized and able to keep track of numerous projects; ability to accurately interpret a variety of instructions and complete tasks in a timely manner.
  • Proficient in Microsoft Word and Outlook; basic knowledge of Excel and PowerPoint.
  • Basic accounting skills in accounts payable/receivable.
  • Excellent writing skills, especially when preparing emails and memos sent internally and externally.
  • Excellent interpersonal and teamwork skills especially while responding to requests and troubleshooting problems.
  • Detailed oriented with high level of accuracy.
  • Strong oral communication skills.
  • Maintain confidential and proprietary information.


Education and Training:


  • Bachelor’s degree required


How To Apply:


Please submit your cover letter and resume (including salary expectations) to:


Equal Opportunity Employer


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