Providing Administrative & Strategic Support to a Leading IDD Service Provider
At Allegheny Alliance, we are committed to delivering high-quality care and services to individuals with intellectual and developmental disabilities (IDD) across Pennsylvania. As the Executive Assistant to the CEO, you will play a critical role in ensuring the efficient operation of the executive office, supporting leadership in achieving the organization’s mission.
Your expertise in administration, organization, communication, and discretion will contribute to the smooth operation of executive functions, effective decision-making, and strategic planning.
Key Responsibilities
Executive & Administrative Support
- Manage the CEO’s calendar, scheduling meetings, coordinating appointments, and optimizing time management.
- Arrange and coordinate travel, accommodations, and logistics for CEO’s business trips, conferences, and stakeholder engagements.
- Prepare, edit, and organize correspondence, reports, presentations, and other executive documents with accuracy and professionalism.
- Handle incoming communications (emails, phone calls, letters), prioritizing and responding appropriately on behalf of the CEO.
- Maintain an organized and secure filing system, ensuring compliance with HIPAA, data privacy regulations, and ODP documentation standards.
Meeting Coordination & Support
- Plan and coordinate board meetings, executive leadership meetings, and stakeholder engagements.
- Develop meeting agendas, compile relevant materials, and distribute pre-meeting documents to attendees.
- Attend meetings to take minutes, summarize discussions, and track action items, ensuring timely follow-up.
- Facilitate internal communication between leadership, managers, and external partners.
Communication & Relationship Management
- Serve as a key liaison between the CEO and internal teams, board members, funders, and regulatory agencies.
- Draft and review official communications, policies, and reports as needed.
- Build and maintain positive relationships with stakeholders, ensuring a professional and welcoming experience for all engagements.
- Manage correspondence and inquiries with sensitivity, professionalism, and confidentiality.
Project & Strategic Support
- Assist the CEO in researching, planning, and executing strategic initiatives and special projects.
- Conduct background research and compile data reports to support organizational decision-making.
- Support CEO in preparing for public speaking engagements, community meetings, and advocacy efforts related to IDD services.
- Coordinate cross-functional projects, working with leadership, HR, finance, and program teams.
Confidentiality & Compliance
- Maintain strict confidentiality regarding sensitive executive and organizational information.
- Exercise sound judgment and discretion in handling matters related to ODP regulations, funding policies, and confidential business strategies.
- Ensure compliance with ODP guidelines, HIPAA regulations, and nonprofit governance standards in all administrative tasks.
Qualifications & Requirements
Education & Experience
- Bachelor’s degree in Business Administration, Communications, Nonprofit Management, or a related field preferred.
- Minimum of 3 years of experience as an Executive Assistant, Administrative Manager, or similar role supporting top-level executives.
- Experience in a nonprofit, human services, or healthcare organization is strongly preferred.
- Familiarity with ODP regulations, IDD services, and government funding processes is a plus.
Skills & Abilities
- Exceptional organizational and time-management skills, with the ability to prioritize tasks efficiently in a fast-paced environment.
- Strong verbal and written communication skills, including professional phone and email etiquette.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), virtual meeting platforms (Zoom, Teams), and project management tools.
- Attention to detail and accuracy, especially in handling sensitive documentation and correspondence.
- Ability to work independently, problem-solve proactively, and anticipate the needs of executive leadership.
- Strong interpersonal skills to build relationships with employees, board members, and external partners.
Certifications & Clearances
- PA Criminal Background Check, PA Child Abuse Clearance, and FBI Fingerprinting, as required for employment in IDD and human services organizations.
- Completion of ODP-mandated compliance training upon hire.
Why Join Allegheny Alliance?
✅ Meaningful Work – Support an organization that improves the lives of individuals with IDD and their families.
✅ Professional Growth – Gain valuable experience in nonprofit administration, executive leadership, and IDD service management.
✅ Collaborative Culture – Work closely with leadership, advocacy groups, and stakeholders in a mission-driven environment.
✅ Comprehensive Benefits & Competitive Salary – Be part of an organization that values its employees and invests in their success.
Apply Today!
Join Allegheny Alliance as an Executive Assistant to the CEO and play a key role in advancing our mission to empower individuals with IDD.
