Title: Executive Assistant

Reports to: CEO/CAO

Anticipated start date: October 1, 2024

Location: Primarily based at PCS Central, with work at PCS West as needed and occasional remote work opportunities.

Work Hours: The position requires working daily from 7:40 AM to 3:40 PM, with occasional adjustments for coordinating events before and after school hours. When changes occur, time can be flexed accordingly.

About Our Schools

Provident Charter Schools (PCS) are publicly funded charter schools with two locations designed to address the needs of students with language-based learning differences such as dyslexia. PCS Central, located on Pittsburgh’s North Shore, opened in the 2016-2017 school year and serves approximately 330 students in Grades 2-8 from over 42 districts in the Pittsburgh area. PCS West, located in Baden, PA, opened in August 2023 and currently serves students in Grades 1-5 from Beaver County and surrounding areas. Over the next four years, PCS West will expand to serve over 360 students in Grades 1-8.

About This Position

We are seeking an Executive Assistant to provide high-level administrative support to the Chief Executive Officer (CEO), Chief Academic Officer (CAO), and other members of the Administrative Team. Reporting directly to the CEO, this individual will perform a variety of complex, independent clerical and administrative tasks to ensure effective use of the Administrative Team members’ time. The role includes organizing executive outreach, managing external relations, and overseeing staff training and special events. The Executive Assistant will handle a broad range of tasks, including managing schedules, preparing meetings, coordinating travel, conducting research, and managing information and projects. This position requires strong communication, administrative, and organizational skills, along with the ability to exercise good judgment and maintain a balance among shifting priorities. The ideal candidate will demonstrate discretion and confidentiality while fostering positive relationships across the organization and ensuring productive interactions with students, staff, parents, and the public.

Primary Job Responsibilities

Serve as the primary point of contact for all PCS events, coordinating logistics, including technology, maintenance, refreshments, and decorations
Maintain professional communication with colleagues, external organizations, and stakeholders via phone and email
Draft and prepare correspondence for internal announcements, board meetings, and organizations that the executive is involved with
Prepare, organize, and manage forms, reports, files, records, and correspondence
Handle data entry across various platforms and assist with electronic signatures
Manage sensitive matters with confidentiality and discretion, especially involving students and executives
Sustain and organize complex calendars, meetings, travel arrangements, and itineraries for executives
Prepare documents, spreadsheets, presentations, and expense reports using Google Suite and Excel
Screen incoming calls, inquiries, visitors, and correspondence, and route them appropriately
Assist with scheduling, reminders, and catering for meetings, as well as preparation of presentations and slide decks
Represent the company and executive positively through strong follow-through, judgment, and discretion
Manage ad-hoc projects, including personal tasks for executives
Perform additional administrative duties as assigned, ensuring compliance with policies and regulations

Required Skills And Abilities

Excellent communication skills
Strong organizational and time management skills
Attention to detail
Discretion and confidentiality
Positive attitude
Proficiency in Google Suite and other office software
Problem-solving and initiative
Event coordination skills
Multitasking and ability to work in a fast-paced environment
Calendar and travel management
Professionalism and representation
Adaptability and flexibility
Data entry and filing skills
Strong written communication skills

Physical Activity: This position requires frequent sitting, walking, and/or standing, along with occasionally lifting, pulling, or pushing. Reasonable accommodations may be made to enable individuals with disabilities to perform the job responsibilities.

Required Qualifications

Bachelor’s Degree or Associate’s Degree
Five or more years of experience as an administrative assistant in a fast-paced, high-functioning office
Experience working in a school or human service setting
Clearances needed are Act 33, Act 34, Act 114, Act 126, a physical and tuberculosis test

Preferred Qualifications

Google Level 1 Certification
Knowledge of SignNow or similar programs

Terms of Employment: 12 month (260 day) position.

Evaluation: Performance of this job will be evaluated by the CEO.

Salary And Benefits

Starting salary is $55,000, actual salary will be based on experience
Generous time off including all school holidays and breaks
Employer paid retirement contribution matching 10% of salary
Employer paid dental, vision, and life insurance benefits
Significant employer contribution toward health insurance

How To Apply

Human Capital Advisors, LLC

Jared Baker

jjb@hcadvisors.net

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Human Capital Advisors, LLC - Pittsburgh, PA

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