Job Summary

Lead office-related administrative and operational support and services to the Site Director and senior staff. Work with confidential information, prepare reports and presentations, manage schedules, calendars and travel arrangements, plan and coordinate events, oversee the maintenance of Malvern and Wayne offices as well as assist with special projects as directed. Manage office space and administrative support staff. Lead internal employee activities, Corporate Social Responsibilities, and site communications and manage budgets for the same.

Essential Duties and Responsibilities

• Provide advanced administrative support to the Site Director and Site Leadership Team which includes calendar, meeting, and event coordination; expense reports; travel booking; proactive management of priorities, other projects as assigned.

• Arrange and conduct meetings for the Site Director

• Prepare agendas, publish minutes, track action items

• Maintain conference room calendars, set appointments and resolve conflicts.

• Partner with Facilities Department in the assignment of workstations, cubicles, and offices to ensure efficient space utilization

• Oversee Corporate Citizenship participation: organizing and running charity focused events, taking photos, posting on internal social media and TV screens, attending monthly corporate giving program meetings, acting as liaison between corporate program and sites to achieve charitable giving goals.

• Oversee the Employee Activities committee: scheduling and running monthly team meetings, organizing and running onsite employee activities, manage budget for team.

• Supervise and coach administrative support staff. Assign Administrative team support as appropriate throughout sites. 

• Recommend, review and approve personnel actions, including hiring, promotions and raises. Interview and select qualified non-exempt level departmental personnel, as necessary.

• Identify training and development needs of direct reports. Provide training and/or monitor training programs to ensure ongoing effectiveness. 

• Monitor performance of direct reports. Provide regular coaching and counseling.

• Prepare and deliver salary and performance reviews; review and approve performance and salary appraisals initiated by direct reports.

• Answer questions related to office operations and established policies and procedures.

• Corporate Communications lead for site: publish quarterly site newsletter, update internal site 

• SharePoint page, draft and publish communications from Site Director and/or Site Leadership. 

Desired Skills:

• Communication: Strong verbal communication skills to regularly assume a broad variety of all employees are required to satisfactorily perform the essential duties and responsibilities of their position.
• The essential duties and responsibilities listed above are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required. 
• Reasonable accommodations maybe made to enable individuals with disabilities to perform the essential functions of this Job. 
• Complex administrative duties without detailed oversight.
• Project Management: proven ability to plan and deliver on establish tactical and strategic goals on time and within budget.
• Organization: ability to manage multiple tasks simultaneously, prioritize effectively, and meet deadlines.
• Adaptability and Flexibility: Willingness to adjust to changing priorities and work demands to align with business priorities.
• Focus Management: Proactively identify areas where the Site Director’s attention is most needed and help filter out less critical tasks. Provide insights to help the Site Director stay aligned with priorities.
• Other soft skills: proven to proactively identify and act upon needs and solutions that support the productivity and success of the business; ability to make administrative decisions and judgments on sensitive, confidential issues.
• Technical Skills: Experience at an advanced level using Microsoft Word, PowerPoint, Outlook, and Excel applications as well as use of the internet and web applications (i.e. ability to draft correspondence and create PowerPoint presentations) and a basic understanding of Excel to create charts, diagrams, and tables of data and SharePoint for site communications.

Job Qualifications

• Education: Associate’s degree (A.A/AS.) or equivalent from two-year college required.
• Experience: 7 year’s related experience with previous supervisory experience required
• An equivalent combination of education and experience may be accepted as a satisfactory 
substitute for the specific education and experience listed above.
• Certification/Licensure: None.
• Other: Demonstrated skills with Microsoft Office, creating presentations, spreadsheets and 
database applications required.

PHYSICAL DEMANDS:
• Must regularly operate a computer and occasionally operate other office productivity machinery 
such as a calculator, copy machine, and computer printer.
• Must regularly communicate with employees/customers; must be able to exchange accurate 
information.
• Must occasionally move about inside the office to access file cabinets, office machinery, etc.

WORK ENVIRONMENT:
• General office working conditions.
• The noise level in the work environment is usually moderate.
• Must be willing to travel between sites as needed.
 

Compensation Data

The pay range for this position is $90,000 to $93,000. Please note that salaries vary within the range based on factors including, but not limited to, experience, skills, education, and location.