Executive Assistant - PWPvideo (B-Corp) - Philadelphia, PA - Hybrid Role
Kit Cali
Executive Assistant Job Description
Do you dream of finding a lively, flexible, and mission-driven hybrid workplace?
Do you love project management & people as much as problem solving?
Do you want your work to benefit communities and stakeholders every day?
Join a talented, welcoming, and purposeful team working to make a positive difference in the world. PWPvideo is a Philadelphia-based boutique video production company that creates award-winning videos for mission-driven and non-profit organizations. National organizations partner with PWPvideo because we know the non-profit space better than anyone, we care about our clients’ stories, and we know how to tell them. As a triple bottom line company and a Certified B Corp, we define success not just by our profitability but also by our social and environmental impact. We hire professionals who care about doing good while doing well.
The Opportunity
If you’re an imaginative, self-directed, and energetic administrative professional who wants to work in an environment where you’re treated not as “support staff” but as a colleague whose expertise is both respected and expected, this Executive Assistant (EA) role is for you. The ideal candidate is a proactive problem solver with exceptional direct communication skills and meticulous attention to detail. They thrive when granted autonomy, excel at flexibly responding to shifting priorities, and to make processes more efficient and effective. The working environment encourages bidirectional communication, where Michael will manage the EA, but also expects the EA to be assertive enough to manage up.
We are searching for an experienced administrative professional to work closely with our Founder Michael as an EA to ensure he achieves his daily and long-term goals for PWPvideo and for the several community groups he helps lead. The EA will function as a project manager for Michael’s competing priorities and check in about project status early and often. The EA will also collaborate with other members of our ten person team to ensure that business objectives are accomplished and operations run efficiently. They will refine internal processes and coordinate resources to expedite workflows. The EA’s work is critical to achieving our team’s mission of supporting mission-driven organizations through video communications.
The Executive Assistant role is a full-time, hybrid W2 position with great benefits, intended as primarily remote with office based duties 1-2 days a week in Northwest Philadelphia. “After hours” event support is required only 2 - 4 times a year and will be scheduled well in advance.
Start Date: The preferred start date for this position is August 7, 2023.
Daily Responsibilities
Manage Michael’s professional and personal scheduling, including agendas, email, calls, meetings, travel, client management, and other logistics
Generate and update workflows in our project management (ClickUp) and CRM software (Pipedrive), including setting up new projects and leads
Research new clients & prospects and assist in producing proposals and agreements
Perform administrative and office support, including contact management, documents scanning, maintenance of the filing system, and general office organization
Assist with planning internal & external events, including twice yearly story slam & late summer school supply donation drive
Run bi-weekly payroll, submit expenses, and assist Founder and bookkeeper in approving payables, tracking receivables, and generating & sending invoices
Manage team communications, create external communications for email newsletters, and help manage social media.
QUALIFICATIONS
The Executive Assistant must have…
Two or more (2+) years experience in intermediate or advanced administrative support
Strong time-management skills and the ability to organize & coordinate multiple projects at once. The EA’s self-direction and efficiency make it possible to live up to organizational commitment to work-life balance.
Superb written and verbal communication skills
Meticulous attention to detail
Aptitude for understanding & improving processes and an efficiency mindset
The following technical skills:
Proficiency with Google Workspace and other office productivity tools
Aptitude for learning new software and systems
CRM experience, preferably with Pipedrive
Willingness to learn to use our project management software, with ClickUp experience preferred
Preferably, the Executive Assistant will also have…
Project management experience
Experience with the non-profit sector
Quickbooks experience
Email marketing experience & social media savvy
A valid driver's license
EDUCATION: High School Diploma or equivalent, with an Associates Degree or Bachelor’s Degree preferred.
We are committed to workforce diversity and to hiring people with diverse life experiences. 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. Even if you are missing some qualifications listed above, we urge you to apply if this role sounds like one where you would thrive.
JOB TYPE & BENEFITS
W-2 Full Time Employee
Salary: $45,000 - $55,000 total compensation annually, depending on experience
All benefits except 401k start immediately.
Open vacation policy
Dental insurance
Health insurance
Vision insurance
Cell phone reimbursement
Flexible scheduling
401k with 3% automatic contribution after first year of employment
TO APPLY: Please submit both a cover letter and resume in PDF format to e...@pwpvideo.com with subject line “Executive Assistant Application.” Applications will be considered on a rolling basis.