Administrative Assistant

Share Food Program•Philadelphia, PA

25d•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 calls for a highly organized, detail-oriented, and flexible professional who maintains professionalism, confidentiality, strong customer service, and organizational excellence. The position supports the Executive Director, Board and committee activities, office operations, and special projects. It is primarily based at the Share Food Program Warehouse at 2901 West Hunting Park Avenue, Philadelphia, PA 19129.

Requirements

Exceptional organizational, communication, and time-management skills.
High discretion and ability to handle sensitive information.
Proficiency in Microsoft Office, Google Workspace, and database or 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.
Position requires sitting up to 75% of the time.
Position requires keyboard use or repetitive hand motion.

Nice To Haves

4–6 years of administrative experience, preferably in a nonprofit environment.
Passion for the mission of hunger relief and community service.

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 calendar details; plan for meetings, fill schedule gaps, 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 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.
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 or 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 ensure accurate recordkeeping.
Prepare weekly updates and reminder emails for all staff and particular groups.
Support meetings as requested, including taking notes.
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.