Operations / Administration Executive Assistant
Job Description
Wissahickon Charter School is looking for an Executive Assistant. The Executive Assistant will be responsible for high-level administrative and executive support tasks for the CEO, Director of Human Capital, and the Director of Development. The Executive Assistant reports to the CEO but works closely with the Director of Human Capital (DHC) and the Director of Development (DoD). Like the CEO, DHC and DoD, the Executive Assistant works across both of our campuses during the school year and is mostly remote during the summer when school is not in session. The ideal candidate will be detail-oriented and highly organized. This is an outstanding opportunity to support an organization focused on improving the academic and social outcomes of children from across the city of Philadelphia.
Key Responsibilities
CEO Support (40%):
- Manage calendar and schedules for the CEO.
- Perform complex and confidential administrative functions for the CEO, including support with staff evaluations
- Prepare materials for and attend monthly board meetings which are held in the evening. Note-take and compile board meeting notes promptly
- Plan and coordinate ordering for cross-site events and employee recognition (e.g. lunches, employee gifts/swag, staff appreciation week)
- Maintains the shared board folder, and provides support to the board as needed
- Organize and ensure updates and maintenance of documents and files, including the student, parent, and employee handbooks
- Collects all receipts for the CEO credit card and sends to business manager
Human Resources Support (40%):
- Own payroll for both campuses in conjunction with our business manager and support from the DHC.
- Support the new hire onboarding process by helping with the distribution, collection and processing of new hire information and respond to new hires’ questions as needed.
- Assist with the timely collection, organization, and maintenance of employee clearances to ensure compliance for audits, the Charter School renewal, etc.
- Support the rollout of an HRIS system and any other new HR systems as they develop
- Complete Employment Verification requests and Act 168 forms for current and former employees
- Manage job postings on external job boards and ensure they are refreshed on a monthly basis
- Conduct reference checks and assist with the scheduling of demos and interviews as needed
- Assist in processing FMLA, short-term disability, unemployment, and worker’s compensation claims
- Other duties as assigned
Development Support (20%):
- Process all donations and pledges, reconcile donations with the accounting team, and ensure that all donors are thanked in a timely manner
- Manages all development deposits
- Places orders for the CEO and Development Director
- Provide support for the annual Spring benefit as needed, including event set-up and support on the event day itself.
- Manage the Wissahickon Charter School website and WCS’ social media content
- Assist with donor communications and appeals
Qualifications
- Bachelor’s degree and at least 3 years of relevant work experience required
- Highly organized, with the ability to prioritize and manage competing tasks and demands
- Skilled with technology, including Word, Excel, Google Drive, and online scheduling and survey tools.
- Attention to detail
- Consistently exhibits poise, tact and diplomacy when handling high and low priority calls and inquiries from internal and external sources
- Sound judgment and a high level of integrity to handle sensitive and confidential information
- Strong interpersonal skills and the ability to communicate with individuals at all levels of the organization; including students, families, colleagues and members of the Board
- Collaborative work style; including maturity, humility, and a sense of humor
- Maintain a positive attitude and growth mindset
- Open to a long-term commitment to the organization
- Belief in Wissahickon Charter Schools’ mission and model
About Wissahickon Charter School
Wissahickon Charter School’s first and current campus, Fernhill, opened in 2002 and serves 480 K-8 students from across Philadelphia. Our second K-8 campus, Awbury, opened in the fall of 2014. The mission of Wissahickon Charter School (WCS) is to provide a community of learning that stimulates and builds the child’s intellectual, social, and character development.
