Executive Administrative Assistant

Position Overview: The Foundation of HOPE is currently recruiting an organized, resourceful, efficient Executive Administrative Assistant. Reporting directly to the Chief Operating Officer (COO)/Director of Chaplaincy, the Executive Administrative Assistant will be experienced in handling a wide range of administrative tasks and should be able to work independently with little or no supervision. The Executive Assistant will be resourceful team-player who is well-organized, flexible, and enjoys the administrative challenges of supporting a growing nonprofit. The ability to interact with staff and volunteers in a fast-paced environment and to remain flexible is crucial to this role. Excellent written and verbal communication skills, ability to learn quickly, and attention to detail are equally important. This highly motivated individual will ideally be comfortable working inside a jail and with inmates and volunteers. Confidentiality, discretion, and the highest level of integrity are mandatory for any candidate.

Reports to: COO/Director of Chaplaincy

Location: Office is located in the Allegheny County Jail Chaplain’s Office


1. Administrative Duties

  • Provide administrative support to COO/Director of Chaplaincy including meeting/conference preparation and coordination
  • Prepare documents for meetings including agendas, handouts, and minutes
  • Establish/improve filing systems and maintain accurate files
  • Complete expense/reimbursement reports
  • Compose and prepare correspondence that is sometimes confidential
  • Anticipate logistical difficulties and identify current problems to supervisor
  • Pick up supplies from local vendors as needed
  • Assist with the drafting, proofreading, and distributing presentation, documents, and reports
  • Make good sound decisions and exercise sound judgment when COO is unavailable

2. Other Duties

  • Assist COO in oversight of interns and volunteers
  • Attend weekly staff meetings
  • Help plan, execute, and evaluate events such as volunteer training and appreciations, holiday events, and fundraising campaigns
  • Perform other tasks as needed and directed by supervisor

Essential Skills and Abilities

  • Strong organizational skills and keen attention to detail
  • Positive, professional, team-oriented attitude
  • Flexibility in a fast-paced environment
  • Proactive and open to embracing new challenges
  • Ability to organize and prioritize work and to complete tasks in an accurate, efficient, and timely manner
  • Excellent written, verbal and interpersonal communication skills
  • Ability to work with staff and volunteers of all religions
  • Advanced competency with Word, Excel, Outlook, PowerPoint and other standard software
  • Ability to work independently, meet deadlines, manage projects, prioritize, and perform a wide variety of tasks with minimal supervision and maximum efficiency
  • Commitment to the mission and goals of the organization
  • A High level of professionalism and demonstrated ability to handle confidential information accordingly


  • At least 3 years of experience as an Office Manager and/or Administrative Assistant
  • Bachelor’s Degree preferred
  • Ability to pass a background check

Hours: Approximately 24 hours per week

Salary Range: Approximately $12-$15/hour commensurate with experience

Benefits: Benefits include generous vacation and paid time off, pension, continuing education, parking, etc.


  • In order to apply, please submit a cover letter, résumé, and three references through our Indeed Job Ad HERE.
  • Applications that do not contain all three required components will not be considered.