Executive Assistant I in Philadelphia, Pennsylvania at Community College of Philadelphia
Job Description
Success starts at Community College of Philadelphia. Innovators and difference makers work at Community College of Philadelphia. Diversity thrives at Community College of Philadelphia. We are a college that is committed to promoting a work environment that attracts and retains talented and diverse faculty and staff. We challenge each other and ourselves to achieve at the highest level while contributing to the mission of the College and the betterment of Philadelphia. We value and support an intellectually dynamic community to prepare our students for global citizenship. Join us and become a part of a community that has long been and will continue to be generators of generational chance in this city and beyond.
Community College of Philadelphia is an open-admission, associate-degree-granting institution which provides access to higher education for all who may benefit. Its programs of study in the liberal arts and sciences, career technologies, and basic academic skills provide a coherent foundation for college transfer, employment and lifelong learning. The College serves Philadelphia by preparing its students to be informed and concerned citizens, active participants in the cultural life of the city, and enabled to meet the changing needs of business, industry and the professions. To help address broad economic, cultural and political concerns in the city and beyond, the College draws together students from a wide range of ages and backgrounds and seeks to provide the programs and support they need to achieve their goals.
Position SummaryThe Executive Assistant I provides comprehensive administrative and operational support to the Chief of Staff and Deputy Chief of Staff and supports the day-to-day functions of the Office of the Chief of Staff & Partnerships. The position coordinates departmental systems and operations, schedules meetings and engagements, manages administrative processes, and serves as a liaison with internal departments and external partners.
The Executive Assistant I also oversees the administrative processing and tracking of contracts and agreements, supports partnership coordination and related activities, and assists with projects and initiatives that advance the work of the department. The position provides administrative and operational support to the Office of the President and Office of Strategic Events, as needed. Works collaboratively across the College to ensure timely communication, effective coordination, accurate recordkeeping, and successful completion of departmental priorities.
The Executive Assistant I is responsible not only for supporting an individual executive, but for coordinating the administrative infrastructure of the department; contracts, partnerships, meetings, records, workflows, financial documentation, projects, accountability, and cross-functional follow-up across among leaderships team, campus partners and external affiliations.
Essential Responsibilities- Provide high-level administrative and operational support to the Deputy Chief of Staff, including calendar management, meeting coordination, correspondence, and follow-up on departmental priorities.
- Coordinate meetings involving College leadership, internal departments, external partners, and community stakeholders, including scheduling, logistics, agendas, materials, and follow-up activities.
- Serve as a central point of contact for the department, responding to inquiries and coordinating information, requests, and communication among internal and external stakeholders.
- Oversee the administrative lifecycle of contracts, agreements, memoranda of understanding (MOUs), and related documents, including initiation, tracking, coordination of required documentation, and facilitation of review and approval processes.
- Support partnership initiatives by coordinating meetings, maintaining records and documentation, tracking commitments and deliverables, and facilitating communication among College departments and external partners.
- Develop, maintain, and improve departmental systems, workflows, records-management processes, and administrative procedures to enhance organization, efficiency, communication, accountability, and document retention.
- Establish and maintain systems for tracking departmental projects, assignments, contracts, partnership activities, deadlines, and action items; monitor progress and provide follow-up to support timely completion.
- Prepare, edit, proofread, and distribute correspondence, reports, presentations, briefing materials, meeting documents, and other communications on behalf of the department.
- Assist with departmental financial and purchasing activities, including purchase requisitions, purchase orders, invoices, reconciliations, expense reports, payments, and budget-related documentation.
- Coordinate travel arrangements, site visits, event logistics, and other operational activities as assigned.
- Provide administrative and operational support for strategic initiatives, special projects, and activities led by the Office of the President, Office of Strategic Events, and Office of the Chief of Staff & Partnerships, as assigned.
- Support College-wide events, partnership activities, and institutional initiatives by coordinating schedules, documentation, contracts, vendor information, facility-use processes, and related administrative requirements.
- Exercise discretion and sound judgment in handling confidential, sensitive, and time-sensitive information.
- Provide responsive, professional, and customer-focused service to students, employees, College leadership, external partners, and community stakeholders.
- Perform other related duties as assigned.
- High School diploma, or equivalent (e.g. GED) is required.
- Six (6) years of work experience in a progressively responsible administrative support position is required.
- Demonstrated pro?ciency with Microsoft Word, Excel and PowerPoint is required.
- Strong attention to detail and data entry accuracy is required. Demonstrated ability to perform multiple tasks with changing priorities is required.
- Excellent interpersonal, written and oral communication skills required. Strong planning and organizational skills required.
- Demonstrated ability to collaborate well with others is required. Demonstrated professionalism and e?ective oral and written communication skills are required.
- Excellent time management skills required.
- Ability to maintain sensitivity, understanding and respect for a diverse academic environment inclusive of students, faculty and sta? of varying social economic, cultural, ideological and ethnic backgrounds required.
- Associates degree preferred.
If you are required to submit references in your application, please provide your current supervisor and two previous supervisor's contact information.
Please note - CCP will not contact your references until a contingent offer has been made. You will have the opportunity to alert your references and current employer prior to the reference check process beginning.
Thank you for your interest in opportunities at Community College of Philadelphia. Below is a summary of the comprehensive benefits package available to administrative employees.
Classified and Confidential Full-Time employees receive a competitive benefits package that includes:
Medical, prescription, dental, and vision coverage at no cost (PPO buy-up plan available at a cost)
College-paid life insurance and long-term disability
403(b) retirement plan with a 10% College contribution when you contribute 5%
Generous paid time off, including:
Vacation time: prorated paid vacation in your first year, with accrual increasing based on length of servicefrom 10 days annually (6.25 hours/month) for 12 years, to 15 days (9.38 hours/month) for 34 years, and up to 20 days (12.5 hours/month) after 5 years
Personal time: 30 hours annually (4 days - prorated based on hire date)
Sick time: paid at 100% with appropriate documentation
Paid bereavement leave
Paid holidays
Tuition remission (100%) for employees and eligible dependents
Forgivable Loan Program
Employee Assistance Program (EAP)
Additional perks include winter break, spring break, and summer hours (4-day workweek)
For additional details, please visit our benefits page .
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