Executive Assistant to the Managing Director

Job Details: Job Location: Philadelphia Regional Office - Philadelphia, PA, Salary Range: $60000.00Salary, Executive Assistant to the Managing Director of the Philadelphia Regional Office

Organizational Overview:

ASCI is a mission-driven organization committed to advancing excellence in kinship care and strengthening outcomes for youth and families. Guided by a vision to be the nation’s foremost thought leader on kinship care, ASCI works to ensure all youth have the opportunity to grow into responsible adults while helping to break cycles of abuse and addiction. The organization supports kinship caregivers, youth, and the broader child welfare triad through high-quality services, advocacy, education, and innovative programs. ASCI’s culture emphasizes collaboration, integrity, accountability, and continuous improvement in pursuit of lasting, positive impact for children, families, and communities.

Everything we do at A Second Chance, Inc. is in support of our five overarching goals:

To educate communities to prevent the cycle of child drug and alcohol abuse
To provide children and families with a kinship alternative as a primary placement option
To extend knowledge gained and expand organizational capacity with traditional and non-traditional constituents
To enhance long-term financial security
To maintain state-of-the-art facilities, technologies, and operations

Position Summary:

The Executive Assistant to the Managing Director (MD) is responsible for providing comprehensive executive-level administrative, operational, project management, and compliance support to the Managing Director and the Philadelphia Regional Office. This position is responsible for coordinating executive activities, managing schedules and communications, supporting compliance and audit-related activities, assisting with strategic initiatives and special projects, and ensuring the efficient operation of executive and office functions. This position contributes to ASCI's mission by ensuring efficient executive operations, facilitating effective communication, coordinating strategic initiatives, and supporting organizational goals through exceptional administrative oversight, professionalism, and confidentiality, as well as maintaining compliance standards, and promoting high-quality services for children and families.

Key Responsibilities:

Serve as the primary administrative support to the Managing Director (MD) by managing the executive calendar, appointments, travel, daily priorities, and competing requests to maximize efficiency.
Screen incoming calls, communications, mail, and visitors; respond independently or redirect inquiries as appropriate while maintaining the highest level of confidentiality.
Prepare, edit, and distribute correspondence, reports, proposals, presentations, agendas, meeting materials, and other executive and highly confidential documents.
Create visual presentations, executive dashboards, reports, and supporting documentation for meetings, projects, and leadership initiatives.
Coordinate executive meetings, leadership meetings, interviews, trainings, conferences, luncheons, special events, and cross-functional workgroups.
Prepare meeting agendas, record minutes, document decisions, monitor action items, and ensure timely follow-up.
Organize and maintain electronic and physical filing systems, departmental records, forms, SOPs, and administrative documents.
Coordinate office purchasing, supplies, equipment, vendor requests, invoice processing, procurement documentation, and budget tracking.
Monitor strategic initiatives, departmental projects, assignments, deadlines, deliverables, and the Managing Director's Project Management Chart.
Coordinate performance reports, dashboards, operational metrics, staffing trackers, budgets, compliance reports, and executive presentations for leadership, Executive Team, Board, and external partners.
Support audits, licensing reviews, accreditation activities, regulatory visits, file compliance activities, and corrective action plans.
Serve as the primary liaison between the Managing Director and internal departments, county partners, state agencies, community providers, community stakeholders, and other external partners.
Coordinate communication across Certification, Compliance, Specialized Behavioral Health (SBH), Recruitment, Intake, Operations, Records Management, SWAN, Training, and other assigned departments.
Ensure timely dissemination of executive communications, organizational updates, and leadership directives.
Coordinate onboarding activities for leadership staff and maintain recurring leadership calendars, supervision schedules, availability calendars, standing committee meetings, the Philadelphia Regional Office Out-of-Office Calendar, and the On-Call Schedule.
Compile, analyze, and prepare executive reports using departmental performance data and monitor deadlines to ensure timely submission of required reports.
Serve as a System Administrator/Support resource for ExtendedReach, DHS Connect, HCSIS and other assigned agency systems.
Assist with personnel-related follow-up activities, including attendance matters, staff communications, and related administrative processes.
Provide direct supervision, guidance, and backup support to assigned support personnel and Executive Assistants as needed.
Recommend and implement improvements to administrative processes, executive workflows, communication, reporting, and project management efficiencies.
Work collaboratively with Executive Assistants, leadership staff, agency personnel, and external stakeholders to support organizational priorities.
Adhere to all agency policies, procedures, confidentiality standards, and professional expectations.
Perform other duties and special projects as assigned by the Managing Director.

Requirements:

Education

Required: High School Diploma or GED
Preferred: Bachelor’s degree in business administration, Public Administration, Healthcare Administration, Organizational Leadership, or a related field
Associate’s degree with equivalent executive-level administrative experience may be considered

Experience

Required:

Five (5) to seven (7) years of progressively responsible executive administrative experience supporting senior or executive leadership
Minimum of three (3) years coordinating complex organizational projects and executive initiatives

Preferred:

Supervisory or team leadership experience
Experience in healthcare, human services, child welfare, nonprofit management, quality improvement, or regulatory compliance

Skills & Knowledge

Excellent verbal, written, interpersonal, and customer service communication skills.
Strong organizational, administrative, project management, and time management skills with the ability to independently prioritize competing assignments and meet deadlines.
Demonstrated ability to manage executive calendars, coordinate meetings, track action items, and ensure timely follow-through on projects and initiatives.
Ability to prepare, proofread, and edit professional correspondence, reports, presentations, meeting materials, and executive-level documents.
Ability to maintain strict confidentiality, exercise sound judgment, and handle highly sensitive personnel, operational, and organizational information.
Knowledge of office administration, records management, policy and procedure administration, purchasing, budget tracking, and procurement processes.
Strong attention to detail, accuracy, and organizational follow-through.
Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Publisher, and Teams.
Ability to compile, analyze, and present data in reports, dashboards, and executive presentations.
Ability to work independently while collaborating effectively with executive leadership, staff, and external stakeholders.
Ability to coordinate multiple projects and priorities in a fast-paced environment while maintaining professionalism and exceptional customer service.
Minimum typing speed of 65 words per minute.
Commitment to ASCI's mission and the principles of child welfare and human services
Strong interpersonal and customer service skills

Certifications & Requirements

Current Act 33, State Police, and FBI Clearances 
TB Test & Physical
Valid Pennsylvania Driver’s License
Access to an insured, registered vehicle that can be used for employment
Availability to work a flexible schedule, including evenings and weekends as needed
Occasional travel within the local city and county, with travel to surrounding counties as predicated by business needs

Physical Demands:

This job description is intended to describe the general nature and level of work performed. It is not an exhaustive list of all responsibilities, duties, and skills required of the position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.

Ability to perform computer-based work for extended periods in office, remote, and occasional field settings
Ability to move about the work environment, including between offices, meeting spaces, and common areas
Ability to travel as needed for meetings, trainings, or business purposes
Ability to lift, carry, and transport work materials, files, and small office equipment up to 20 lbs. as needed
Sufficient vision, hearing, and communication abilities to perform typical office, telephone, and virtual work tasks

A Second Chance is an Equal Opportunity Employer:

All qualified applicants will receive consideration for employment without regard to race, color, religious; national origin or ancestry; sex; gender identity or expression; sexual orientation disability; marital status; familial status; age (40 or over); or use of a guide or support animal because of blindness, deafness or physical disability of any individual or independent contractor or because of the disability of an individual with whom the person is known to have an association; or on any other basis prohibited by federal, state, or local law.
Qualifications: