Executive Administrative Assistant
11 days ago
Philadelphia
Job Description Position Summary The Executive Administrative Assistant provides high-level administrative, operational, and strategic support to the Executive Director during a critical period of organizational transition and growth. This role is essential to ensuring day-to-day operations run smoothly while also supporting priority initiatives related to funder compliance, board engagement, and long-term organizational sustainability. The Executive Administrative Assistant serves as a trusted partner, helping manage workflows, coordinate cross-functional efforts, and ensure leadership priorities are advanced efficiently and effectively. Essential Functions of Position Essential duties of the job include: Executive & Administrative Support • Provide comprehensive administrative support to the Executive Director, including calendar management, meeting coordination, travel arrangements, and correspondence., • Prepare agendas, briefing materials, presentations, and follow-up documentation for internal and external meetings., • Track action items and deadlines to ensure timely completion of leadership priorities., • Serve as a point of contact for the Executive Director, staff, board members, funders, and external partners. Board & Governance Support, • Coordinate logistics for Board of Directors and committee meetings, including scheduling, materials distribution, and minute-taking., • Maintain board records, committee rosters, bylaws, and governance documents., • Assist the Executive Director and Board leadership with governance calendars and compliance requirements. Sustainability & Development Support, • Provide administrative support for fundraising, grants, and donor engagement activities., • Assist with grant tracking, reporting deadlines, and documentation in collaboration with the development and program teams., • Support planning and execution of fundraising events and donor stewardship activities., • Maintain organized records related to grants, contracts, and contributions. Operations & Systems Coordination, • Support the development and maintenance of internal systems, policies, and procedures., • Assist with vendor coordination, invoicing, purchase tracking, and documentation., • Help streamline workflows and improve organizational efficiency., • Support onboarding logistics for new staff, interns, and consultants. Communications & Coordination, • Draft and edit internal and external communications on behalf of the Executive Director, as appropriate., • Support coordination with hospital partners, community organizations, and funders., • Assist with preparing reports, updates, and presentations for stakeholders. Qualifications, • Associate’s or Bachelor’s degree in business administration, nonprofit management, public administration, or a related field preferred., • Minimum of 3–5 years of administrative or executive support experience, preferably in a nonprofit or mission-driven organization., • Experience supporting senior leadership and managing confidential information., • Strong organizational, time management, and project coordination skills., • Excellent written and verbal communication skills., • Proficiency with Microsoft Office, Google Workspace, and database or project management tools., • Ability to manage multiple priorities in a fast-paced environment., • Commitment to equity, professionalism, and mission-driven work. Preferred Skills & Experience, • Familiarity with nonprofit governance and board operations., • Experience with grant tracking or fundraising support., • Strong attention to detail and follow-through., • Ability to anticipate needs and operate with a high degree of discretion.