Administrative Assistant

Share Food Program•Philadelphia, PA

23d•Onsite

About The Position

The Administrative Assistant provides high-level administrative support to ensure the efficient and effective functioning of the Executive Director’s office. The role requires strong organization, attention to detail, flexibility, professionalism, discretion, customer service, and a commitment to organizational excellence. The position is primarily based at Share Food Program’s warehouse at 2901 West Hunting Park Avenue, Philadelphia, PA 19129. Share Food Program is a hunger relief organization serving the Greater Philadelphia region. Its network of volunteers, professionals, and donors works to provide nourishing food to neighbors in need. Compensation will be commensurate with experience and qualifications. Share offers access to group healthcare, dental and vision coverage, short-term disability and life insurance, and paid time off. Applicants should submit a cover letter and résumé through the Apply button on Share’s careers webpage.

Requirements

4–6 years of administrative experience; nonprofit experience is preferred.
Exceptional organizational, communication, and time-management skills.
High level of discretion and ability to handle sensitive information.
Proficiency in Microsoft Office, Google Workspace, and database/CRM systems.
Strong writing, editing, and project coordination abilities.
Professional judgment and confidentiality.
Attention to detail and follow-through.
Ability to manage multiple priorities in a fast-paced environment.
Initiative and a problem-solving mindset.
Passion for hunger relief and community service.

Nice To Haves

Administrative experience in a nonprofit environment.

Responsibilities

Manage the Executive Director’s calendar, scheduling, travel arrangements, and meeting logistics in coordination with the Executive Director and Chief of Staff.
Brief the Executive Director on upcoming engagements and the calendar to support meeting planning, resolve scheduling issues, and prepare for the week.
Prepare and review correspondence, reports, presentations, and briefing materials, including the Executive Director’s daily briefing book.
Screen and prioritize communications, including email, phone calls, and mail.
Draft, review, and send emails on behalf of the Executive Director as requested.
Support preparation for Board of Directors and committee meetings, including agendas, packets, minutes, follow-up, food, and meeting space, as needed.
Prepare for meetings between the Executive Director and the Chair of the Board, including printing materials and creating calendar invitations.
Serve as a central point of contact between the Executive Director and internal and external stakeholders as requested by the Executive Director and Chief of Staff.
Anticipate needs and proactively resolve administrative issues.
Support special projects, events, and cross-departmental initiatives as directed.
Maintain confidential files and accurate records.
Prepare weekly updates and reminder emails for all staff and particular groups.
Support meetings, including taking notes, as requested.
Organize the Executive Director’s office as needed.
Complete ad hoc projects as assigned, including supporting Share’s safety and social committees.
Perform additional duties as assigned.