Skip to main content

Executive Scheduler & Special Projects Assistant

Philadelphia, PA

Relocation expenses: Not paid

Full time
3 - 5 years of experience
Bachelor's Degree

Published on 25 Mar 2019

Expires on 25 Mar 2019

Warning message

  • This job ad is no longer active. Search for new jobs.

Executive Scheduler & Special Projects Assistant

UWGPSNJ’s mission is to end intergenerational poverty in our region by harnessing, leveraging and strategically investing the collective power of donors, advocates and volunteers, to help individuals and families break the cycle of poverty.

The Executive Scheduler and Special Projects Assistant provides key administrative functions and logistical support for executive leadership in partnership with the Executive Assistant to the President and CEO. This is accomplished by preparing correspondences, complex calendar and travel management, recording, tracking and responding to incoming requests (including telephone calls), meeting coordination and conference/event arrangements, as well as confidential meeting minutes and action items in a well-organized and timely manner. S/he is a self-directed team player who takes initiative, anticipates needs, and ensures consistent high quality results.

The Executive Scheduler and Special Projects Assistant must have the ability to work independently on projects from conception to completion; S/he must be able to interact with all levels of staff and volunteers in a fast-paced environment, sometimes under pressure, remaining flexible, proactive and with a high level of professionalism and confidentiality. The successful candidate will have at least 4 years of related experience, excellent communication skills, as well as excellent writing and grammatical skills along with and ability to effectively proofread and edit. It is necessary for candidates to have the ability to prioritize the current agenda, and anticipate future responsibilities. S/he will have a proactive and positive attitude. This position requires the ability to act promptly and follow through in response to requests.

The professionalism with which this person performs her/his duties impact the impression that staff, volunteers, donors and partners have of the Executive Office at United Way of Greater Philadelphia and Southern New Jersey.

Essential functions and core responsibilities include but are not limited to:

• Scheduling and prioritizing daily schedule as well as projected monthly schedules, internal and external meetings, events, and travel arrangements with consistency and acute attention to detail.

• Coordinating briefing materials and information flow, managing correspondence for the Executive Office.

• Monitoring incoming calls, relaying messages and coordinating meeting logistics as needed.

• Maintaining strong working relationship with internal as well as external constituencies.

• Maintaining internal and external contacts and email distribution lists.

• Preparing thank you acknowledgements and follow-up correspondences for meeting and events.

• Preparing and reviewing outgoing correspondences for grammar, correctness, completeness, and ensure that appropriate material is attached for internal or external distribution. 

• Maintaining executive databases and filing systems; both electronic and paper.

• Attending executive meetings to prepare minutes/summaries, capture action items and next steps. 

• Assist with maintaining board and executive committee relations in a respectful manner, including but not limited to email communications, written communications, scheduling meeting and events, preparing thank you note cards, web portal assistance, etc.

• Managing all aspects of special projects as assigned. S/he is expected to perform duties with a high degree of independence, initiative and judgment.

• Providing back-up support for the Executive Office and will also serve as the back-up notary for the organization.

• Contributing to the team's vision and goals by accomplishing related results.

• Initiative and willingness to take on responsibilities beyond the scope of job description, as assigned by the Executive Assistant, as needed, to ensure timely solution of problems.

 Job qualifications, knowledge, skills & abilities: 

• Bachelor’s Degree in related field required, additional qualifications as an Executive Scheduler/Secretary and/or Special Projects Coordinator would be a plus.

• 4 to 7 years of progressively complex administrative and scheduling experience – preferably supporting senior management or C-level executive(s) in a non-profit setting.  

• Proven experience prioritizing and decision making with respect to scheduling and scheduling changes

• Proficient in Microsoft Office, including Outlook, Word, Excel, PowerPoint as well as G-suite.

• Proven interpersonal skills and experience providing complex administrative support in a high-profile environment with courtesy, professionalism, diplomacy, efficiency and confidentiality 

• Excellent verbal and written communication skills, including grammar, spelling and composition are necessary.

• Very strong organizational skills, time-management skills and analytical abilities.

• Well-organized and detail-oriented.

• Strong interpersonal skills and a positive attitude.

• Extremely proactive, experience working in a stressful and fast-paced environment

• Works under minimal supervision; can set own work sequence and pace within process limitations, as well as a self-starter who will be to take direction and feedback from supervisor, as needed.

• Ability to effectively manage and prioritize multiple tasks and work under competing priorities

• Proficient use of standard office equipment such as printers, copiers, faxes and scanners etc.

• Flexibility, creativity, and ability to work with a variety of personalities and constituencies to meet the demands of the role.

• Ability to serve as a trusted member of an essential team, with the ability to effectively communicate and enhance the productivity of the Executive Office.

Physical Requirements

Applicants who are, or become disabled, must be able to perform the essential job functions and meet basic job qualifications either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.

The above information reflects the general responsibilities considered necessary to perform the essential functions of the job. This document should not be considered a fully detailed description of all the work requirements of the position. Other duties may be assigned that are not listed in the above job description and the organization may change the specific job duties with or without prior notice based on the needs of the organization

UWGPSNJ promotes a culture of inclusion and does not discriminate on the basis of race, color, sex, sexual orientation, religion, national or ethnic origin, age, disability, veteran status or any other legally protected factor.

●    Mission-Focused: Catalyze others’ commitment to mission to create real social change that leads to better lives and healthier communities.  This drives their performance and professional motivations.
●    Relationship-Oriented: Understands that people come before process and is astute in cultivating and managing relationships toward a common goal.
●    Collaborator: understands the roles and contributions of all sectors of the community and can mobilize resources (financial and human) through meaningful engagement.
●    Results-Driven: Dedicated to shared and measurable goals for the common good; creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.
●    Brand Steward: Steward of the brand and understands his/her role in growing and protecting the reputation and results of the greater network.