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    Executive Assistant - Pittsburgh, United States - Fund for Advancement of Minorities through Education

    Fund for Advancement of Minorities through Education
    Fund for Advancement of Minorities through Education Pittsburgh, United States

    3 weeks ago

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    Description

    Job Description

    Job DescriptionSalary: $45,000 - $50,000 annually

    Who We Are & What We Do

    The Fund for Advancement of Minorities through Education (FAME) is a small non-profit organization, making a large impact on the lives of students of color in the Greater Pittsburgh area. FAME was established over 30 years ago to provide need-based scholarships to bright and talented African American students, making a high-quality independent school education possible.

    At FAME, we love what we do Every day, we go to work filled with our passion to educate, empower and embolden African American youth to become student ambassadors of today, leaders of tomorrow and stewards of their communities. We are a collaborative group of educators committed to being change agents for educational equity.

    Who We're Looking For

    We are seeking a highly organized and proactive Executive Assistant to support our Chief Executive Officer and other senior staff. The ideal candidate will be detail-oriented, able to manage multiple tasks simultaneously, and possess excellent communication skills. This role is crucial for ensuring the efficient operation of the organization, managing a wide range of administrative tasks, and serving as a key point of contact for internal and external stakeholders. The Executive Assistant will collaborate with other FAME leaders, and reports to the Chief Executive Officer (CEO).

    Essential Duties

    1. Executive and Administrative Support:
      1. Manage the CEO's calendar, including scheduling meetings, appointments, and travel arrangements.
      2. Prepare and organize meeting materials, agendas, and minutes.
      3. Screen and prioritize incoming communications (emails, calls, etc.), responding or delegating as necessary.
      4. Draft, proofread, and edit documents, reports, and correspondence.
    2. Project Coordination:
      1. Assist in the planning and execution of organizational events and initiatives.
      2. Coordinate projects, ensuring timely completion and adherence to budgets and objectives.
      3. Track progress on strategic initiatives and provide updates to the CEO.
    3. Communication:
      1. Serve as the central point of communication and coordination on behalf of the CEO, and supports the CEO on key internal priorities and projects as needed across a variety of areas.
      2. Manage internal and external communications, ensuring timely and accurate information, between CEO and staff, guests, students/families, schools, Board Members, and other stakeholders, which frequently includes the drafting of communications for time sensitive issues.
      3. Facilitate communication between departments to support organizational cohesion.
    4. Office Operations:
      1. Maintain office supplies and manage office logistics.
      2. Oversee the maintenance of office equipment and facilities.
      3. Develop and implement office procedures and policies to improve efficiency.
      4. Ensure that the office environment is clean, organized, and conducive to productivity.
    5. Event Coordination:
      1. Assist with the planning, coordination, and execution of FAME events, including meetings, workshops, fundraisers, and community outreach activities.
      2. Coordinate event logistics, RSVPs, and participant communications.
    6. Database and Record Management:
      1. Maintain accurate and up-to-date records in FAME's database systems.
      2. Enter new contacts, update contact information, and ensure data integrity.
      3. Generate reports and queries as needed to support organizational needs.
    7. Financial Administration:
      1. Support FAME's financial administration processes, including processing invoices, tracking expenses, and reconciling receipts.
      2. Assist with budget tracking and reporting as needed.
    8. Board Support:
      1. Coordinate and prepare materials for board meetings.
      2. Maintain records of board activities and documentation.
      3. Assist in onboarding new board members.

    Experience/Education Requirement:

    • Bachelor's degree in Business Administration, Communications, or related field preferred.
    • Minimum of 3-5 years of experience in an executive assistant or similar role.
    • Experience in nonprofit organizations is a plus.

    Knowledge, Skills, and Abilities:

    • Excellent organizational and time management skills.
    • Strong written and verbal communication skills.
    • Strong customer service skills and the ability to work under-pressure.
    • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
    • Ability to handle sensitive information with discretion.
    • Strong problem-solving abilities and attention to detail.
    • Results-driven, with the ability to work with a sense of urgency.
    • Ability to work independently and as part of a collaborative team.
    • Ability to travel at least 20% to sites beyond the corporate office.
    • Commitment to the mission and values of FAME, with a passion for promoting educational equity and social justice. Passion for youth and commitment to educational equity
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