Executive Assistant_Allentown at The Preventive Measures Foundation Inc.

The Preventive Measures Foundation Inc. is seeking a dynamic and detail-oriented Administrative Assistant to support the foundation and report directly to the Executive Director. This position is pivotal in ensuring the smooth functioning of the foundation's operations, events, and programs. The Administrative Assistant will manage a variety of administrative tasks, provide high-level support to the Executive Director, and contribute to the success of the foundation’s mission to address mental health challenges, substance use disorders, and social inequities.

Candidates should have at least a bachelor's degree in administration or a related field, with a master’s degree preferred, and a strong background in administrative support within a nonprofit or mission-driven organization.

Key Responsibilities:

Executive Support:

•    Serve as the primary administrative support for the Executive Director, managing their schedule, coordinating meetings, and handling correspondence.

•    Prepare meeting materials, take minutes, and track action items for follow-up.

•    Act as a liaison between the Executive Director and stakeholders, ensuring clear and professional communication.

Administrative Functions:

•    Oversee the day-to-day administrative operations of the foundation, including document management, office organization, and supply procurement.

•    Draft, edit, and proofread correspondence, reports, presentations, and other materials as needed.

•    Support grant writing and reporting processes by organizing data, tracking deadlines, and assisting with submissions.

Event and Program Coordination:

•    Assist in planning and executing a variety of events, including but not limited to health fairs, galas, community workshops, and fundraising initiatives.

•    Manage event logistics such as vendor communications, scheduling, and on-site support.

•    Collaborate with team members to ensure programs and events align with the foundation’s mission and goals.

Communication and Outreach:

•    Draft internal and external communications on behalf of the foundation and Executive Director, ensuring consistency with the foundation’s branding and messaging.

•    Coordinate outreach efforts, including social media, newsletters, and promotional campaigns.

•    Build and maintain positive relationships with donors, partners, and community organizations.

Data and Financial Management:

•    Maintain records of donor contributions, sponsorships, and event finances.

•    Assist in tracking budgets and expenses for events, programs, and administrative activities.

•    Provide data and analysis to support decision-making and strategic planning.

Qualifications:

Education and Experience:

•    Bachelor’s degree in Business Administration, Nonprofit Management, Public Administration, or a related field required.

•    Master’s degree preferred.

•    Minimum of 3 years of experience in administrative support or a related role, preferably in a nonprofit or mission-driven environment.

Skills and Competencies:

•    Strong organizational and time management skills, with the ability to prioritize multiple tasks and deadlines.

•    Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with CRM or project management tools.

•    Exceptional written and verbal communication skills.

•    Ability to work independently while maintaining a collaborative team approach.

•    High attention to detail and commitment to maintaining confidentiality.

Organization website: https://www.thepmfoundation.org/

The PM Foundation is committed to equal opportunity for all employees and applicants. As a proud Equal Opportunity Employer (EOE), we do not discriminate based on race, color, national origin, ancestry, citizenship status, religion, sex, sexual stereotyping, sexual orientation, gender, gender identity, gender expression, age, marital status, mental or physical disability, medical condition, genetic information, military or veteran status, pregnancy (which includes pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), or any other protected characteristic. Employment may be contingent upon receipt of and passing all job-related clearances, background checks and regulated requirements as applicable and permissible by law.