Executive Assistant
Executive Assistant Job Description
Do you consider yourself to be mission driven?
Do you want your career to be more than just a job?
Join the PWPvideo team to be part of a talented, dedicated, and creative team working to make a difference in a triple bottom line company. PWPvideo is a Philadelphia based Certified B Corp boutique video production company that creates award winning videos for mission driven and non-profit organizations. We hire individuals who share our mission and care about doing well while doing good and having an impact on the world around them.
The Opportunity
PWPvideo has an exciting opportunity for an experienced administrative professional to be the Executive Assistant to our Founder. The Executive Assistant will perform advanced level support including calendar management, planning appointments and events, arranging travel, conducting research, and helping our Founder and the company’s internal operations be more efficient and effective. The person in this role will also have the opportunity to support internal projects with other members of the team.
This position is instrumental in our execution of the company mission: to support nonprofits and sustainable organizations through video communications. The ideal person for the job will be a proactive problem solver with exceptional communication skills and meticulous attention to detail. They will have previous experience working in an office environment, performing administrative duties, and providing support to management. We expect the person in this position to be flexible and autonomous.
As an Executive Assistant with operations and project coordination responsibilities, you will communicate with our team, clients, and partners on a wide variety of projects. It is a key role that requires gaining a strong understanding of the company workflow, and then organizing a high volume of work, while also prioritizing supporting our Founder. There will be opportunities to liaise with the Founder’s personal and professional networks, including Board and leadership engagement, and invitations to attend relevant events outside regular working hours.
This is a full time hybrid position with great benefits, intended as primarily remote with the expectation of performing occasional office based duties 1-2 times a week in Northwest Philadelphia.
Objectives of this Role
The primary responsibility is supporting our Founder.
Support and collaborate with other members of our ten person team to ensure that goals and objectives are accomplished, and operations run efficiently.
Maintain and refine internal processes team-wide, coordinating internal and external resources to expedite workflow.
Daily Responsibilities
Manage professional and personal scheduling for our Founder, including agendas, email, calls, meetings, travel, client management, and other logistics.
Utilize and maintain workflows in our Project Management (ClickUp) and CRM Software (Pipedrive), including setting up new projects and leads.
Research new client and project inquiries.
Assist with facilitating client proposals and agreements.
Perform administrative and office support, contact management, scanning documents, and maintenance of the filing system.
Organize team communications and help plan internal and external events.
Run bi-weekly payroll, submit expenses, assist Founder and bookkeeper in approving payables and tracking receivables.
Skills and Qualifications
Two (2) years experience in administrative support is required.
Superb written and verbal communication skills required.
We are a work life balance focused organization that requires self direction and efficiency. Therefore, strong time-management skills and the ability to organize and coordinate multiple projects at once is required.
Proficiency with Google Workspace and other office productivity tools, with aptitude to learn new software and systems required.
CRM experience is required. We use Pipedrive CRM.
Project management experience is preferred, but candidates must be willing to learn to use our project management software. Experience with ClickUp is a plus.
Quickbooks Online experience is preferred.
Experience with email marketing and social media savviness is a plus.
Should be process focused with a mindset for identifying greater efficiencies.
Experience with the non-profit sector is a bonus.
Desire to participate in improving our B Corp score and our JEDI initiatives.
Education: High School Diploma or equivalent required. Associates Degree or Bachelor’s Degree preferred.
Valid Driver’s License is required.
We are requiring all new team members to be fully vaccinated with a COVID-19 vaccine, except where a reasonable medical or religious accommodation can be granted. Should you be offered and accept a position with PWPvideo, you will be required to provide your proof of vaccination in the form of your CDC vaccination card as part of the pre-employment onboarding process.
Job Type and Benefits
W-2 Full Time Employee
Salary: $40,000 – 55,000 Total Compensation Annually, depending on experience
Benefits except 401k start immediately:
Open vacation policy
Dental insurance
Health insurance
Vision insurance
401k with 3% automatic contribution after 1st year of employment
Cell phone reimbursement
Flexible scheduling
PWPvideo is an equal opportunity at will employer and does not discriminate against any employee or applicant for employment because of age, race, religion, color, disability, sex, sexual orientation, or national origin.