Elwyn Job - 32415905 | CareerArc
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Company: Elwyn
Location: Philadelphia, PA
Career Level: Director
Industries: Healthcare, Pharmaceutical, Biotech


POSITION SUMMARY: The Assistant to the Executive Director provides high-level, direct, business-related support to the Director of Early Learning Services. This support includes managing the Director's calendar, scheduling appointments, taking notes and meeting minutes, managing the flow of stakeholder inquiries and appointments, task management, electronic file management, organization and coordinating activities, submitting documents for review and signatures, ensuring the Director's attendance at key meetings, participation in confidential stakeholder meetings, and maintaining organizational confidentiality at all times.



  • Receive, triage, and direct incoming calls to the Director in a professional, patient and courteous manner
  • Triage the Director's emails and requests for meetings, answer questions efficiently and escalate to Director as needed
  • Schedule appointments, and maintain and update Director's daily calendar, coordinate local travel arrangements, prepare itineraries, plan details and logistics, and submit accompanying expense reports for reimbursement
  • Create meeting agendas in advance, travel to and attend meetings with Director at various locations, take notes, and provide minutes; maintain confidentiality of highly sensitive information
  • Maintain a strict and rigorous time schedule including accounting for breaks, travel time,
  • Employ active listening when participating in executive meetings, responsible for with note taking, meeting minutes in executive meetings, and keeping track of tasks to complete, deadlines and directive given
  • Provide summaries, reminders, task list reviews and to do lists for the Director, assist with ensuring that the directors deadlines and timelines are met
  • Provide a welcoming environment, including but not limited to, answering all calls professionally and timely, greeting each visitor and staff member with openness
  • Document, track, organize, prioritize and process staff, agency, and community partner requests, issues and needs. Ensure timely follow-up and resolution
  • Create/revise and proofread PowerPoint presentations, word documents, and letters, convert and file PDF documents as needed, perform dictations, read backs,
  • Perform financial tasks to include processing invoices, completing mileage, managing receipts and purchase requisitions
  • Provide a welcoming environment when on site at any office location including but not limited to, greeting each visitor and staff member with openness, triaging and answering questions
  • Create/update spreadsheets, records and databases, including but not limited to, personnel, financial, and other data as required
  • Analyze documents, prepare executive summaries, draft communications, and submit timely research reports as needed
  • Perform other duties as assigned

IMMEDIATE SUPERVISOR: Director, Early Learning Services




CONTACTS: Elwyn staff, provider agency staff and contractors, state and local government officials, funding agency representatives, community partner staff



  • Associate Degree or High School diploma with specialized training in administrative/office work, preferred
  • Two (2) years' experience in an administrative setting required, executive management experience in a corporate/administrative setting, preferred
  • Demonstrated ability to work effectively as part of a team
  • Ability to work in a fast-paced environment and manage and prioritize multiple, often competing, priorities
  • Demonstrated strong attention to detail
  • Demonstrated strong time management and organizational skills
  • Demonstrated excellent judgment with the ability to independently solve problems and make decisions with little or no need for direct supervision
  • Demonstrated ability to anticipate future needed changes or identify problem areas and take effective actions
  • Must possess excellent customer interaction, collaboration, presentation, and written and verbal communication skills and strong organizational skills
  • Demonstrated intermediate experience with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint
  • Must have current, valid driver's license in state of residence, three (3) years' driving experience in the United States, and acceptable driving record


PHYSICAL DEMANDS/ENVIRONMENTAL PROFILE: See Physical Demands Checklist below which represents the general physical demands and environment conditions to which the employee holding this position must meet, in addition to the duties and responsibilities listed above, to successfully perform the essential functions of this job. Elwyn will engage otherwise qualified candidates for this position whose disabilities may require reasonable accommodations to enable an individual to perform the essential functions.


Elwyn reserves the right to revise or change job duties and responsibilities as needed. This job description is not meant to be an all-inclusive statement of duties and responsibilities of the job nor does it constitute a written or implied contract.


Elwyn is an Equal Opportunity Employer. Elwyn does not discriminate on the basis of race, color, religion, creed, ancestry, pregnancy status, medical condition, gender, gender identity or expression, genetic information, sexual orientation or identity, age, national origin, citizenship, handicap status, marital or family status, mental or physical disability, perceived disability, military or veteran status, political activities or affiliations, or any other characteristic protected under applicable federal, state or local law, ordinance, or regulation.



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