EXECUTIVE ASSISTANT in Philadelphia, Pennsylvania at Norris Square Civic Association

The Executive Assistant is responsible for providing high-level administrative support to the Chief Operating Officer (COO) and other senior leadership. This role requires exceptional time management, attention to detail, organizational skills, and the ability to multitask effectively in a fast-paced environment. The Executive Assistant will serve as a key liaison between the executive team and both internal and external stakeholders, ensuring seamless communication, scheduling, and operational efficiency.

1. Manage complex calendars, schedule meetings, appointments, and travel itineraries.
2. Prepare reports, presentations, agendas, strategic reports, memos, correspondence and other documents with high attention to detail and accuracy.
3. Organize and prioritize tasks, meetings, and projects based on urgency and strategic importance.
4. Maintain confidentiality and exercise discretion in handling sensitive information.
5. Monitor and respond to emails and other communications on behalf of the COO.
6. Coordinate logistics for internal and external meetings and events.
7. Demonstrate advanced computer skills in Microsoft Office Suite, Google Workspace, and productivity tools.
8. Manage multiple assignments simultaneously while maintaining quality and timeliness.
9. Build and maintain strong working relationships through excellent interpersonal skills.
10. Assist in special projects and initiatives as directed by the executive leadership.
11. File and maintain operational records, guidelines, procedures, manuals of processes, etc.)
12. Type and record meeting minutes.?
13. Be an ambassador of Xiente’s culture and mission.
14. Promote and do any tasks pertaining to move forward the Economic Mobility of Xiente’s mission.
15. Any other task assigned by the COO that is compatible with the competencies and purpose of this position.

Qualifications and Experience Requirements:

• 5 years of experience as an Executive Assistant or similar administrative role.
• Exceptional time management, organization, and multitasking abilities.
• Excellent written and verbal communication skills.
• Time management skills.
• Organizational skills.
• Advanced computer proficiency in Microsoft Office Suite, Google Workspace, and scheduling tools.
• Strong attention to detail with excellent written and verbal communication skills.
• Strong interpersonal skills and professional demeanor.
• Ability to work independently with a high degree of discretion and initiative.
• Bachelor’s degree in business administration or related field preferred.
• Bilingual (English and Spanish) .

Benefits Include:

• Full Benefits Package – Medical, Dental, and Vision
• Paid Sick Time
• Paid Vacation
• 401(k) Match – Up to 4%