Executive Assistant/HR Coordinator

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Job location
1424 Chestnut Street
Philadelphia, PA 19102
United States
Organization information
Organization name: 
Community Legal Services
Job type: 
Position Description: 

Job Title: Executive Assistant/HR Coordinator

Department: HR/Operations

Reports To: Deputy Director of Operations

FLSA Status: Exempt


The Executive Assistant/HR Coordinator position is to serve as the primary administrative support to the Deputy Director of Operations. The position requires a highly professional and personable team player, with the ability to accurately assess organizational and systems needs and demonstrate initiative and independent judgment in accomplishing tasks. This individual will have access to highly confidential and sensitive information and must possess a high level of intuition, diplomacy, and the ability to exercise discretion in all activities representing CLS. In addition, this position provides some support to the Finance Director.

Essential Duties and Responsibilities include, but are not limited to:

Provide comprehensive administrative and secretarial support (word processing, mail, internal paperwork, telephone calls.)
Work with Deputy Director on all recruitment efforts of attorneys, paralegals and other staff
Provide administrative support to all hiring committees
Manage and coordinate on-boarding for new hires
Coordinate and provide administrative support for all human resource activities (including postings, reports, interviews, job fairs, correspondence, and file management)
Create, type, design, and edit correspondence including outgoing mail, e-mail, faxes, memos, charts, tables and graphs.
Coordinate and schedule appointments, meetings, and teleconferences.
Provide calendar management—assist Deputy Director in staying on task, on time, organized and aware of priorities.
Maintain appropriate online and paper filing systems.
Manage routine projects on a day-to-day basis.
Be a part of an overall team. Coordinate and plan with other staff members to ensure continuity and maintain standards.
Coordinate and assist in the preparation of reports
Prepare presentations and meeting materials including reports and printed materials
Provide problem-solving/conflict resolution to a range of administrative issues.
Provide general office assistance and support to other department managers when needed.
Coordinate all volunteer requests.
Assist in the planning and logistics of special events
Represent administration and management in interactions with internal and external contacts.
Perform other duties as assigned.

Supervisory Responsibilities: May be asked to supervise projects and tasks as needed. Some supervision of interns and/or other staff may be required.

Education and/or Experience: B.S./B.A. or equivalent experience. Two (2) or more years prior administrative/human resources experience, including reporting to executive level management.

Work Environment:

Typical office setting with adequate lighting, heat and ventilation.

Physical Demands:

Typically the position will require some walking, standing, bending, kneeling, and carrying of items of heavy weight (no more than 20 lbs.)

Community Legal Services, Inc. is an equal opportunity employer. CLS, Inc. does not discriminate in the selection of employees on the basis of race, color, religion, gender, sexual orientation, age, national origin, disability, or veteran status.


Qualifications include:

Thorough knowledge of administrative practices and business procedures along with solid proficiency in MS Office Suite (Word, Excel, PowerPoint, and Outlook) and internet research.
Diplomatic and interpersonal skills
Strong communications skills, organizational skills, and problem solving skills needed
Ability to troubleshoot and enhance present processes
Flexibility and ability to handle diverse project administration responsibilities
Proficiency at creating and writing letters and have the ability to independently draft correspondence and prepare documents for distribution
Extreme attention to detail with a concern for order and quality
Experience with event and meeting planning and coordination for various activities, including dinners, events, special recognition and awards
Possess a customer service focus
Initiative, flexibility and sound judgment
Experience in a fast paced, dynamic environment
The ability to set priorities and balance competing demands
Strong project management skills
Ability to work calmly, independently and under pressure in a fast paced environment
Ability to work as a team player with an excellent can-do attitude
Exhibit excellent professionalism to all staff and external stakeholders on a consistent basis

To apply: 

Please submit all applications through our website at www.clsphila.org.

Equal Opportunity Employer
Submission deadline: 
Friday, June 10, 2016