Established in 2010, Pennsylvania Voice is the 501c(3) table of over 51 state and local-based organizations working year-round to create a more accessible, inclusive, and representative democracy by amplifying the voices, leadership, and expertise of communities that have historically experienced deliberate barriers to civic participation. Our partnership is grounded in the belief that a fair and just society will be achieved through collective power; democracy requires full participation and equitable representation; and the pathway to power in the commonwealth of Pennsylvania values Black, Indigenous, Latinx, and AAPI communities.

Together, we win shared policy and civic engagement victories to build long-term power.

A team of experienced organizers/strategists staff Pennsylvania Voice. We coordinate, support, convene, and co-create with a diverse community of state and municipal leaders representing distinct organizations around three program areas:

• Civic Engagement: Creating year-round integrated voter engagement campaigns to increase voting, voter registration, and participation in civic life among all Pennsylvanians and specifically Black, Indigenous, and communities of color
• Voting Rights and Access: Modernizing elections to make voting more convenient and fully accessible to all
• Reflective Democracy: Investment in community leadership and governance that is accountable to community interests and needs

An explicit commitment to racial equity frames our partnership, our programs, and our culture.

Position Summary

Pennsylvania Voice has a part-time Executive Assistant opportunity to support the Executive Director. Ideal candidates must be exceedingly well organized, flexible, and enjoy the administrative challenges of supporting a remote and in-person organization. They must be able to interact with staff (at all levels), as well as members of the Board of Directors in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role.

The person in this position is responsible for handling a wide range of administrative and executive support-related tasks and must be able to work independently with moderate supervision and exercise sound judgment. This person should be able to adapt to changing situations while consistently centering Pennsylvania Voice’s goals and values. Even in moments of stress, the person in this role should be able to both advance their work and understand and model that relationships are central to how we operate.

In addition to administrative-related tasks, the Executive Assistant will have the unique opportunity to work closely with the Executive Director to learn how Pennsylvania Voice functions and engage strategically with different departments.

Core responsibilities include but are not limited to:

• Provide administrative support, which includes scheduling, preparing the Executive Director for critical internal and external meetings, and owning special projects as requested
• Responsible for heavy calendar management and logistics support, requiring interaction with both internal and external stakeholders.
• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
• Represent the Executive Director and organization in a professional and congenial manner in person, in telephone conversations, in virtual meetings, and in written correspondence
• Prepare and process expenses and reimbursements.
• Attend meetings to take notes, organize, and prioritize the next steps
• Make all travel arrangements, manage administrative processes and expenses for travel-related items
• Draft and prepare correspondence/emails
• Manage email traffic and prepare responses as requested
• Ensure that requests for action or information are relayed to the appropriate staff member
• Planning, coordinating, managing logistics, and recruiting for Board of Directors meetings, staff and network meetings, team-building events, and activities
• Other duties as assigned

Compensation: This is a full-time position for up to 40 hours per week. Salary compensation is based on experience and competencies, ranging from $60,000-70,000.

Location: This is a Philadelphia-based position requiring regular travel within Pennsylvania. Operating Notice: Currently, due to the CoVid-19 pandemic, our staff is working remotely. The person hired for this position will work remotely through 2022. However, some travel, if/when it is safe, may be required within Pennsylvania, primarily in and around Philadelphia, Allegheny County, the Lehigh Valley, and Central PA. The safety of our staff and partners is a priority to us, and so if/when travel is an option, we will do so in accordance with recommendations put forth by Pennsylvania's local/state governments.

HOW TO APPLY: Please submit your application/resume by selecting the “apply” button below. The hiring manager for this position is Salewa Ogunmefun, Executive Director. Please, no phone calls. If reasonable accommodation is needed to participate in the application and interview process, please reach out to us at jobs@pavoice.org.

DEADLINE: Applications will be accepted until the position is filled, at which time the job announcement will be removed from our website www.pavoice.org/jobs, and the application portal will be deactivated. Candidates will be considered on a rolling basis.

Pennsylvania Voice is an equal opportunity/affirmative action employer. We value a diverse workforce and an inclusive culture. Pennsylvania Voice encourages women, people of color, persons with disabilities, people with records of arrest or conviction, veterans, and lesbian, gay, bisexual, and transgender individuals to apply. Pennsylvania Voice hiring process will comply with Philadelphia’s Fair Criminal Records Screening Standards (“Ban the Box”) ordinance.

Qualifications

• Minimum of 3 years of administrative experience, including at least 2 years directly supporting a senior leader
• Mission-driven, proactive, and dedicated to the team and organizational success
• Administrative skills in a fast-moving environment, including periods of irregular work hours
• Organizational skills, with exceptional attention to detail; project management experience
• Astute judgment and discretion; experience working on sensitive or confidential matters
• Strong written and oral communication abilities
• Experience completing work and assignments independently, sometimes with little day-to-day supervision
• Outstanding interpersonal abilities; experience interacting with internal and external stakeholders, as well as high-level officials or dignitaries
• Resilience; ability to perform tasks and maintain composure under pressure, amid interruptions, or against competing demands
• Strong technological competence is required, including familiarity with computers; basic internet research; Microsoft (e.g., Outlook, Word, Excel, PowerPoint); and digital communication platforms (e.g., Zoom, Teams, WebEx)
• Familiarity with other digital tools not required but helpful, including Google (e.g., Docs, Sheets, Slides); customer relationship management (CRM) products or databases (e.g., Salesforce); or other enterprise support software (e.g., Paylocity)