Reports To: Treasurer
Position Summary
MECCA is seeking a highly organized, proactive, and professional Executive Assistant to support the Treasurer with day-to-day administrative operations, financial coordination, communications, scheduling, and special projects. This individual will serve as a trusted partner who can anticipate needs, manage multiple priorities, solve problems independently, and maintain strict confidentiality.
The ideal candidate is tech-savvy, business-minded, resourceful, and thrives in a fast-paced professional environment.
Primary Responsibilities
- Manage the Treasurer's calendar, appointments, and meetings.
- Coordinate and schedule meetings using Microsoft Outlook, Teams, and Zoom.
- Prepare professional correspondence, reports, presentations, and business documents.
- Create, update, and maintain spreadsheets using Microsoft Excel.
- Organize digital and physical filing systems.
- Prepare meeting agendas, record minutes, and track follow-up items.
- Screen phone calls and emails while responding professionally on behalf of the Treasurer when appropriate.
- Coordinate travel arrangements and itineraries as needed.
- Assist with budgeting, invoices, expense tracking, and financial documentation.
- Conduct online research and compile information for business decisions.
- Assist with project management and organizational initiatives.
- Maintain confidentiality regarding sensitive financial and organizational information.
- Handle additional administrative duties and special projects as assigned.
Required Qualifications
- Minimum of 3 years of executive or administrative assistant experience.
- Exceptional written and verbal communication skills.
- Professional appearance and demeanor.
- Excellent organizational and time management skills.
- Ability to prioritize multiple projects while meeting deadlines.
- Strong attention to detail.
- Ability to work independently with minimal supervision.
- High level of integrity and discretion when handling confidential information.
Technical Skills
Candidates must demonstrate proficiency in:
- Microsoft Excel (advanced formulas, formatting, data organization, and reporting)
- Microsoft Word
- Microsoft Outlook
- Microsoft Teams
- Microsoft PowerPoint
- Zoom (advanced proficiency, including scheduling meetings, breakout rooms, screen sharing, recording sessions, webinar support, and troubleshooting)
- Adobe Acrobat/PDF editing
- Google Workspace (Docs, Sheets, Drive)
- Cloud-based file management (OneDrive and SharePoint preferred)
Preferred Skills
The ideal candidate will also possess the following qualities:
- Business savvy with strong professional judgment.
- Thinks strategically and outside the box.
What We're Looking For
We're looking for someone who is more than an assistant—we're looking for someone who can become an extension of the Treasurer. The right candidate is proactive rather than reactive, identifies solutions before problems arise, communicates professionally, and consistently demonstrates initiative, sound judgment, and discretion.
If you're someone who enjoys bringing order to complexity, leveraging technology to improve efficiency, and supporting executive leadership at a high level, we'd love to hear from you.
- Excellent problem-solving abilities.
- Quick learner with strong technology aptitude.
- Resourceful and able to find solutions independently.
- Strong project coordination skills.
- Ability to improve office systems and processes.
- Comfortable interacting with executives, board members, community leaders, and external partners.
- Positive attitude and customer service mindset.
- Experience supporting nonprofit organizations is a plus.
Pay: $35,000.00 - $55,000.00 per year
Work Location: Hybrid remote in Philadelphia, PA 19138
