Executive Assistant

Allegheny Family Network (AFN) is seeking an experienced, highly organized, and professional Executive Assistant to provide comprehensive administrative support to the Chief Executive Officer (CEO), Executive Leadership Team, Controller, and Fiscal Department.

This key position serves as the central point of coordination for executive operations, Board of Directors activities, organizational communications, and fiscal administrative functions. The Executive Assistant will manage the CEO's schedule, coordinate Board meetings and documentation, assist with financial reporting and audit preparation, support fiscal operations, and ensure the smooth functioning of executive and administrative processes across the organization.

The ideal candidate is proactive, detail-oriented, technologically proficient, and capable of managing multiple priorities while maintaining the highest level of professionalism and confidentiality.

Essential Responsibilities

Executive Support

• Provide administrative support to the CEO and Executive Leadership Team.
• Manage and coordinate the CEO's calendar, appointments, meetings, and travel arrangements.
• Prepare executive correspondence, reports, presentations, and meeting materials.
• Monitor deadlines, action items, and organizational priorities.
• Coordinate executive meetings and leadership retreats.
• Serve as a liaison between executive leadership, staff, external partners, and community stakeholders.

Board of Directors Administration

• Serve as the primary administrative support to the Board of Directors.
• Coordinate all Board and Committee meetings, including scheduling, logistics, agendas, and meeting materials.
• Prepare and distribute Board packets documentation.
• Record, prepare, and maintain official Board and Committee meeting minutes.
• Maintain Board records, bylaws, policies, resolutions, and governance documentation.
• Track Board member terms, committee assignments, and attendance records.
• Support Board recruitment, orientation, and engagement activities.

Fiscal and Controller Support

• Provide administrative support to the Controller and Fiscal Department.
• Assist in the preparation of monthly financial reports, Board financial packets, and supporting documentation.
• Maintain financial files and records in accordance with organizational policies and audit requirements.
• Assist with gathering documentation for annual audits, contract reviews, and monitoring visits.
• Support contract administration, funding documentation, and grant-related reporting activities.
• Coordinate collection of information required for financial reports, budgets, and regulatory submissions.
• Assist with accounts payable documentation, invoice tracking, and other fiscal administrative functions as assigned.
• Maintain fiscal calendars and deadlines to ensure timely completion of reports and deliverables.

Administrative Operations

• Organize and maintain confidential executive and organizational records.
• Prepare spreadsheets, reports, meeting materials, and presentations.
• Manage document retention and filing systems.
• Order office supplies and coordinate administrative support functions.
• Assist with agency-wide meetings, staff events, and special organizational projects.

Communication and Project Coordination

• Facilitate communication among leadership, Board members, staff, funders, and community partners.
• Coordinate special projects and strategic initiatives.
• Track assignments and follow-up activities related to executive and Board decisions.
• Assist with organizational communications and stakeholder engagement.

Qualifications

Required Qualifications

• Associate or bachelor’s degree in business administration, Accounting, Communications, Public Administration, or related field preferred.
• Minimum of three (3) to five (5) years of executive administrative experience.
• Experience supporting senior executives and managing complex schedules.
• Experience coordinating Board of Directors meetings and preparing meeting minutes.
• Strong administrative, organizational, and project management skills.
• Proficiency in Microsoft Office Suite, particularly Word, Excel, Outlook, PowerPoint, and Teams.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with professionalism and discretion.

Preferred Qualifications

• Experience in a nonprofit organization.
• Experience supporting finance, accounting, or fiscal operations.
• Knowledge of nonprofit Board governance practices.
• Familiarity with audits, grants, government contracts, and financial reporting.
• Experience working with DHS, CYF, or other human service funding sources.

Core Competencies

• Executive-Level Professionalism
• Confidentiality and Integrity
• Attention to Detail
• Organizational Excellence
• Financial and Administrative Acumen
• Communication and Relationship Building
• Project Management
• Problem Solving
• Adaptability and Initiative
• Customer Service Orientation

Job Details

• $45,000.00 Annual Salary, medical, dental, vision, generous paid time off, and ongoing training.
• Monday – Friday 7.5 hours per day.

Why Join Allegheny Family Network?

Allegheny Family Network is a respected nonprofit organization dedicated to strengthening families and improving outcomes for children throughout Allegheny County. This position offers a unique opportunity to work closely with executive leadership, the Board of Directors, and the Fiscal Department while contributing to the success of a mission-driven organization that makes a meaningful impact in our community.

Allegheny Family Network is an Equal Opportunity Employer committed to diversity, equity, inclusion, and belonging.