Executive Assistant
For more than 110 years, Milton Hershey School (MHS) has helped children realize their full potential by offering a top-notch private, cost-free education to students in pre-Kindergarten through 12th grade from income-eligible families. To expand and enhance the impact of Milton and Catherine Hershey’s vision, the Boards and management of Milton Hershey School and the Hershey Trust Company are launching the Catherine Hershey Schools for Early Learning (CHS), a cost-free, non-residential early childhood education program.
CHS plans to open six early childhood education Centers by 2027. The Centers are designed for children from birth to age 5 from economically disadvantaged and at-risk backgrounds with the goal of encouraging the development of a child’s educational, cognitive, social, emotional, and physical well-being. The CHS Initiative will provide a focus on core early learning programs through a rigorous and relevant curriculum that is aligned with a mission to nurture and educate enrolled children. Children also will receive supports such as nutritious meals and provisions of supplies, among other early learning enhancements. Finally, CHS will offer integrated support services for families of children enrolled in the Centers. CHS is an equal opportunity employer and welcomes diversity.
CHS is seeking an Executive Assistant (EA) whom will be responsible to provide personalized administrative support to the Executive Director of CHS by providing executive-level coordination and assistance. The EA will also provide general office management oversight of the CHS Central Office. The role requires a high degree of initiative and good judgment on a continual basis.
Responsibilities include:
- Performs clerical and administrative tasks to ensure the CHS Central Office is efficient and effective with a high degree of excellence and customer service orientation.
- Drafts letters, memos, presentations, reports, and other documents for the Executive Director.
- Coordinates financial functions for CHS including budget tracking, P card oversight, invoice processing, etc.
- Screens calls and visitors, ascertaining who can be redirected. Provides information to callers, including board members and key external sources, which requires comprehensive knowledge of company policies, practices, and operations.
- Schedules and attends meetings on behalf of the Executive Director, taking notes and recording minutes.
- Maintains Executive Director’s calendar, regularly arranging meetings, conferences, and appointments without clearance.
- Arranges travel and accommodations for senior leadership.
- Receives incoming communication or memos on behalf of Executive Director, reviews content, determines priority, and summarizes and/or distributes contents appropriately.
- Performs office tasks including maintaining records, ordering supplies, and other functions to ensure an efficient office.
- Coordinates executive meetings and events.
- Performs additional duties as assigned by the Executive Director.
- Collaborates extensively with CHS staff and MHS key point persons.
- May interview, hire, and train junior administrative staff in the organization.
- Associate Degree required, Bachelor’s Degree in Business Administration or related field preferred.
- At least four years of executive-level administrative support required.
- Exceptional communication skills – written, verbal, and platform
- Excellent organizational skills and attention to detail.
- Excellent time management skills with a proven ability to meet deadlines.
- Ability to function well in a high-paced and dynamic environment.
- Demonstrated skills in office administration, clerical procedures and recordkeeping systems.
- Able to type minimum of 50 words per minute. Effective meeting note-taking skills required.
- Extremely proficient with Microsoft Office Suite. GoogleDocs skills a plus.
- Demonstrated ability to learn new technology. Skilled at troubleshooting office equipment.
- Demonstrated success in roles requiring a high degree of discernment and confidentiality.
- Able to sit for prolonged periods at a desk working on a computer & able to lift up to 15 pounds.
- Commitment to the mission and values of CHS and MHS and demonstrated high degree of integrity as all MHS and CHS staff are considered to be role models for students.
- U.S. work authorization required.