Senior Administrative Assistant, Philadelphia and Scientific Advancement

Philadelphia, PA

Senior Administrative Assistant, Philadelphia and Scientific Advancement (Hybrid)

Philadelphia and Scientific Advancement
Through the Philadelphia and Scientific Advancement program, Pew seeks to enhance civic life in its hometown. We partner with many local institutions in encouraging a thriving arts and cultural community, supporting the health and welfare of the region’s most vulnerable residents, informing discussion on important issues facing the city, and, more broadly, strengthening Philadelphia’s appeal to visitors and residents alike.

Position Overview
The senior administrative assistant supports the senior director and leadership team and is responsible for scheduling and coordinating virtual and in-office meetings, calendar management, travel planning, expense reimbursement and invoice management and maintaining databases. The senior administrative assistant may support other project teams, as well as occasional backup support to other administrative professionals in the portfolio, to ensure efficient communication, information sharing and effective use of systems for organizing, tracking, and meeting deadlines. The senior administrative assistant will participate in regular project meetings to develop a general understanding of Philadelphia’s work.

The senior administrative assistant reports to the manager, administrative support, and will be based in Pew’s Philadelphia, PA office, and is eligible for 60% telework.

Responsibilities

General program and administrative functions

• Develop and maintain a basic knowledge of the Philadelphia and Scientific Advancement portfolio in order to understand and support the organization’s work.
• Provide administrative support to the senior director (and project teams as needed) to include calendar management and meeting planning.
• Handle key administrative functions for the senior director, including proofreading and editing documents, coordinating and preparing physical and electronic mailings, updating and maintaining databases, scheduling and preparing for virtual and in-office meetings, and tracking meetings in Salesforce.
• Contribute to and participate in tasks and special projects as requested.

Meetings and convenings

• Schedule virtual and in-office meetings, appointments, and conferences with internal and external attendees.
• Work closely with the senior director and project leads to provide logistical and operations support for internal, portfolio-wide events and convenings.
• Work with portfolio leaders to prepare briefing materials for portfolio events.
• Support events, including preparing name badges, collaborating with conference and events services, and coordinating meeting logistics.

Task tracking and calendar management

• Work in close coordination with fellow team members to track tasks and deadlines; compile daily task list and schedule; support prioritization and flow of work.
• Conduct proactive calendar management and support the smooth functioning of the senior director’s schedule by ensuring that meetings begin and end punctually, and that calendars are arranged in order to maintain a balance between necessary meetings and time for the senior director to complete work.

Travel and expense management

• Prepare and submit expense reports, third-party reimbursements, invoices, and credit card coding reports. Track payments, as requested.
• Handle travel arrangements, international and domestic for program activities and assist, as needed, with staff and third-party travel reservations and planning.

Requirements

• High school diploma is required, college degree is preferred.
• Generally, requires seven years of administrative experience in a fast-paced, dynamic environment.
• Exceptional oral communication skills, including a polished telephone manner and ability to take detailed and thorough messages.
• Written communication skills including proofreading and editing skills.
• Experience with meeting deadlines.
• Sound judgment and discretion in handling confidential information, as well as ability to conduct oneself in a highly professional manner.
• Flexibility to work as part of a team or independently to meet goals in a fast-paced, deadline-driven environment. Self-directed to act and resolve issues.
• Keen attention to detail. Monitors and double checks work and information for accuracy and quality
• Skilled at coordinating meetings and travel arrangements.
• Understanding organizational structure and work through administrative systems.
• Maintains a customer service demeanor at all times.
• Demonstrated proficiency in Office applications and electronic calendars (Windows, Microsoft Word, Excel, PowerPoint, and Outlook).

Travel
Occasional domestic travel may be required.

Total Rewards

We offer a competitive salary and benefit program, including: comprehensive, affordable health care through medical, dental, and vision coverage; financial security with life and disability insurance; opportunities to save using health savings and flexible spending accounts; retirement benefits to help prepare for the future; and work/life benefits to maintain a good balance.

The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse and inclusive workplace. Pew considers qualified applicants for employment without regard to age, sex, ethnicity, religion, disability, marital status, sexual orientation or gender identity, military/veteran status, or any other basis prohibited by applicable law.

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PI210940115