Executive Assistant to Managing Director

Executive Assistant To The Managing Director

Philadelphia Regional Office - Philadelphia, PA

Salary Range $60,000.00 Salary

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 work groups.
• 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…