Executive Assistant

17-Jun-2019, The Children's Institute - Administration
Job Status: Full-Time   Location: Pittsburgh, PA (Squirrel Hill)

Job Summary

Provides confidential administrative support to the President &CEO, the Board of Directors and
Board Committees of The Children’s Institute (CI), and the executive leadership team as feasible.
Acts as a liaison among the CEO, Executive Team and CI staff at every level.

Job Relationships

Responsible To: President and CEO

Workers Supervised: Volunteers, interns or clerical temporaries that may be needed to assist with projects.


Education: Associate's degree from a business school or college or any equivalent combination of experience and training required. Bachelor’s degree preferred.

Licensure: None

Certification: None

Clearances: Act 73 FBI*Act 34 Criminal Clearance*Act 33 Child Clearance

**Clearances must be obtained within 30 days of hire in order to continue active employment.

Training and Experience: Five years demonstrated administrative work experience or similar role is required. Previous board relations experience desired.

Maintains confidentiality and exercises discretion in all relationships and responsibilities.

Ability to organize, interpret, evaluate, communicate, exercise judgment, and delegate as appropriate.

Oral and written communication skills to effectively communicate and cooperate with Board members, staff at every level of the organization, donors, and visitors, as well as children and their family members.

Demonstrates appropriate judgment, discretion, flexibility, positive customer service skills and ability to work as a collaborative team member.

Proficient in Microsoft Office Suite of products – high level of accuracy expected – and other designated office technology and software.

Is a notary in Pennsylvania or willing to become a notary upon hire.

Job Responsibilities

• Completes a broad variety of tasks for the President & CEO including managing an active calendar of appointments and prioritizing conflicting needs.
• Facilitates communication and positive relationships among the members of the Administrative Team, between the Administrative Team and CI staff/departments as well as between CI and other organizations/agencies.
• Serves as the unofficial secretary for the Board of Directors, staffing all Board and Board committee meetings.
• Serves as the CEO’s liaison among board members and between board members and staff.
• Prepares the agenda for Board meetings and drafts select committee reports.
• Coordinates and participates in orientation of new Board members.
• Apprises Board Chairman and CEO of pertinent accreditation and licensure requirements.
• Composes routine correspondence and prepares reports with little or no supervision.
• Performs varied duties and projects requiring independent judgment.
• Responsible for general office functions including fielding phone calls, ordering supplies and maintaining accurate and organized procedure manuals and files in compliance with federal, state, and third-party payer regulations as well as other regulatory and accrediting agencies.
• Manages phone calls, voicemails, and mail. Returns all calls and schedules any necessary follow-ups, opens all mail, reads and highlights areas that need the attention of CEO, otherwise, distribute to the appropriate manager/department.
• Schedules meetings and handle associated reservations, meeting rooms and/or hospitality. Ensure confirmation and proper follow up. Coordinate travel arrangements.
• Processes expense reports, P.O.’s and track and manage corporate credit cards. Maintain subscriptions, organization memberships and related payments.
• Maintains accurate database to ensure that CI’s parking policy is uniformly applied and presents information about the policy and its procedures at new staff orientation.
• Maintains Authorized Driver list, including gathering driver’s history from state website and other necessary documents from staff as required by their position.
• Coordinates registration of and travel plans for staff members representing CI at meetings, conferences and workshops.
• Plans and coordinates employee activities and functions for CI, and acknowledges births, deaths and retirements, as well as staff birthdays and illnesses, appropriately.
• Provides notary services for the organization.
• Performs other related duties as assigned.

Employment Application

Employment Application Employment Application (201 KB)

Submit cover letter, resume, application and salary requirements

Lisa Wakefield
[email protected]
The Children's Institute of Pittsburgh
1405 Shady Avenue
Pittsburgh, PA 15217
Fax: 412-420-2299
Please email resumes and cover letters in PDF format, or you may fax them to the number above. The Children’s Institute of Pittsburgh is an Equal Opportunity Employer.
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