Executive Administrative Assistant en George Junior Republic

Established in 1909, George Junior Republic and its affiliates provide opportunities for success and wellness to the individuals, families, and communities served.

Summary of the position:  Working under the supervision of the Chief Executive Officer, this full-time position oversees and manages all office procedures and other tasks as assigned by the Chief Executive Officer and works in conjunction with the Chief Financial Officer and the organization's Boards of Directors. The Executive Administrative Assistant supports GJR and affiliates. 

Duties and Responsibilities:

General Office Duties

• Oversee all aspects of general office coordination.
• Maintain confidentiality in all aspects of youth, staff, and agency information.
• Interact with staff, agency representatives, and visitors.
• Field all telephone calls.
• Sort and distribute correspondence, including mail, email, and faxes.
• Perform general clerical duties, e.g., typing, emailing, copying, faxing, filing, etc.
• Provide clerical support for administrative and finance staff in assigned project-based work.
• Perform notary duties on behalf of George Junior Republic business. 
• Perform other duties as assigned by the Chief Executive Officer and the Chief Financial Officer.

Meeting and Appointment Coordination 

• Maintain office calendar to coordinate workflow and meetings
• Arrange and coordinate meetings and conferences

Documentation and Reporting

• Create and modify documents such as reports, memos, letters, and financial statements using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office and Adobe Acrobat Pro.
• Prepare county and agency contract paperwork.
• Maintain yearly George Junior Republic in Pennsylvania and Preventative Aftercare contract status lists.
• Distribute annually company financial statements (audits) and Certificates of Compliance to contracting agencies.
• Prepare all paperwork associated with annual Certificate of Compliance licensing.
• Compile requested information for annual company audits.
• Create and maintain Administrative Staff Job Responsibilities and Contacts document.

Interaction with Administrative Employees 

• Work with all administrative staff to produce Request for Proposals, Employee Handbooks, Strategic Plans, forms, etc.,
• Work with the Chief Financial Officer to produce mass mailings for healthcare, prepare Title IV-E documentation, prepare Supplier Diversity and Minimum Wage reports, and work to prepare other projects as needed.
• Work with the Director of Development to edit and proofread grant applications/proposals as well as publication documents, e.g., brochures, annual reports, etc.

Board of Directors

• Prepare agendas and arrange board and committee meetings
• Interact with the Board of Director members of all companies
• Attend board, committee, and/or other meetings as requested to record minutes
• Transcribe and distribute meeting minutes
• Maintain official board records for all George Junior Republic companies
• Maintain board member website portal
• Create and maintain board policy manual

Management Position:  No

Working Conditions: This position works primarily in an office setting. 

Knowledge, Skills, and Abilities:

• Knowledge of principles and practices of George Junior Republic.
• Proficient computer skills
• High-quality writing, analytical, organizational, and problem-solving skills
• Communication proficiency
• Strong internet research usage
• Sensitivity of confidential matters
• Flexibility
• Ability to work well with all levels of internal management and staff, as well as outside agencies, e.g., parents, former students, contracting agency staff, etc.
• Ability to follow oral and written instructions
• Ability to maintain strict confidentiality

Operation of standard office equipment including, but not limited to, computers, telephone systems, copiers, and fax machines.

Requirements:

High School Diploma; Bachelor's Degree preferred 

Excellent communication skills (verbal and written)

Notary Certification (provided by George Junior Republic)

Minimum of two years experience as an Administrative Assistant

Proficient use of Microsoft products and Adobe Acrobat Pro

Benefits:

• Comprehensive health benefits
• Paid Time Off
• Life Insurance provided by employer
• 401(k) with employer match
• Tuition reimbursement program
• Referral bonus program

George Junior Republic and Affiliates is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin or veteran status. Women are encouraged to apply.