Position Summary:
The Executive Assistant will provide comprehensive support services to the Executive Director that ensures outstanding communication and responsiveness. Provides analytical and specialized administrative support with complex details and advanced administrative duties. Serve as key liaison between Executive Director (ED) and key internal/ external stakeholders, providing excellent customer service. Support the Executive Director in strategic communications, organizational strategy, and all other special projects as assigned.
In short: This is more than a traditional administrative assistant position. It functions as a high-level executive support and project coordination role, helping the Executive Director manage priorities, communications, relationships, operations, and strategic initiatives
Duties and Responsibilities:
Key responsibilities include:
- Managing the Executive Director's calendar, scheduling, travel, correspondence, and dayto-day priorities.
- Serving as a primary point of contact and supporting internal and external communications on behalf of the Executive Director.
- Preparing and editing correspondence, reports, presentations, memos, agendas, meeting materials, and other documents.
- Conducting research and analysis and preparing summaries and reports to support executive decision-making.
- Coordinating meetings, events, retreats, trainings, and other convenings, including logistics, minutes, action items, and follow-up.
- Tracking projects, deadlines, deliverables, and action items to support implementation of strategic initiatives.
- Representing or supporting the Executive Director in meetings, task forces, workgroups, and special projects.
- Supporting administrative functions related to budgets, contracts, invoices, expense reports, vendors, and external partners.
Skills Required:
- Executive-level organization and time management
- Calendar, scheduling, and travel management
- Strong written and verbal communication
- Project management and follow-through
- Ability to prioritize and manage multiple deadlines
- Sound judgment, discretion, and confidentiality
- Strong interpersonal and relationship-building skills
- Research, analysis, and report preparation
- Meeting and event coordination
- Budget, invoice, and contract administration
- Proficiency with Microsoft Office and virtual meeting platforms
- Ability to work independently and take initiative
Education and Experience:
Completion of a bachelor’s degree at an accredited college or university and two years of experience in administrative management or related position. Completion of an associate’s degree program at an accredited college and 3 years of advanced-level administrative work providing complex administrative support services. High school diploma and 5 years of advanced-level administrative work providing complex administrative support services.
Equal Opportunity Employment:
PMHCC, Inc. is committed to equal opportunity. It is our policy to support equal employment for all employees and applicants without regard to race, religion, color, sex, sexual preferences, age, national origin, disability, behavioral health status, military status or any other characteristic protected by law.
Americans with Disabilities Act:
Employees as well as applicants who are currently, or become disabled, must be able to perform the functions of the job with either reasonable accommodation or unaided.
Skills Required
- Bachelor's degree from an accredited college or university and two years of experience in administrative management or a related position
- Associate's degree from an accredited college and three years of advanced-level administrative experience providing complex administrative support
- High school diploma and five years of advanced-level administrative experience providing complex administrative support
- Proficiency with Microsoft Office and virtual meeting platforms
- Strong written and verbal communication skills
- Executive-level organization and time management skills
- Project management, research, analysis, and report preparation skills
- Ability to manage multiple deadlines, exercise discretion, work independently, and take initiative
What We Do
PMHCC, a not-for-profit organization, began as The Philadelphia Mental Health Care Corporation in 1987 for the City of Philadelphia in order to implement a major grant from the Robert Wood Johnson Foundation's Program for Chronic Mental Illness. One of nine national grants, the funding was to assist the Philadelphia Office of Mental Health realize its vision for a unified mental health system to provide affordable housing, effective case management, and a broad range of psychosocial and vocational programs for people with mental illness. The objective included consolidating funding in a managed behavioral healthcare model. Over the years PMHCC's activities and responsibilities have broadened so that PMHCC serves as a major human services systems management company in support of several City of Philadelphia departments, while maintaining its core commitment to public behavioral health programs. Today, PMHCC makes a major contribution to Philadelphia's citizens by serving as an umbrella organization for special programs and initiatives, and providing critical administrative services to mental health, substance abuse, intellectual disabilities, human services, special health and related city offices and health programs.
