Executive Assistant to the CEO

HABITAT FOR HUMANITY PHILADELPHIA INC•Philadelphia, PA

5d•$31 - $34•Hybrid

About The Position

At Habitat for Humanity Philadelphia (“HFHP”) we are builders who work alongside, not for others. We are driven by accountability and defined by our stick-to-itiveness. . HFHP seeks a highly organized, proactive, and seasoned administrative professional to serve as Executive Assistant to the Chief Executive Officer (CEO) and Chief Development Officer (CDO). This key role provides strategic administrative support that enables executive leadership to focus on advancing Habitat Philadelphia’s mission, strengthening donor and stakeholder relationships, and driving organizational priorities. The ideal candidate has experience supporting senior executives and high-caliber clients or external stakeholders; demonstrates exceptional judgment and discretion; and anticipates needs before they arise. The Executive Assistant brings a proactive, strategic lens to calendar management, correspondence, Board relations, and project coordination while operating with professionalism, accuracy, and a strong service orientation. This position is Part-Time, 25-30 hours per week.

Requirements

A minimum of seven years of progressively responsible executive administrative support experience is preferred.
Demonstrated experience supporting senior executives, high-caliber clients, Board members, donors, or other prominent external stakeholders.
Exceptional calendar management, prioritization, correspondence, and project coordination skills.
Demonstrated ability to work independently, anticipate needs, make sound decisions, and move work forward with minimal direction.
Experience coordinating Board governance activities and preparing materials for executive-level meetings strongly preferred.
Proactive self-starter with strong curiosity who identifies opportunities, proposes solutions, and follows through.
Collaborative and service-oriented, with the ability to work effectively across the organization.
A high degree of professionalism and confidence in working with Board members, senior executives, staff, community leaders, donors, and partners.
Advanced proficiency in Microsoft CoPilot, Word, Excel, PowerPoint, Outlook, and Teams; Salesforce experience preferred.
Excellent organizational skills, attention to detail, and ability to prioritize multiple competing demands seamlessly.
Excellent written, verbal, and interpersonal communication skills, with the ability to draft polished correspondence for varied audiences.
High level of tact, integrity, and discretion when managing confidential information and senior-level internal and external relationships.
Exceptional judgment, initiative, strategic thinking, problem-solving ability, and relationship-management skills.
Ability to remain flexible, proactive, resourceful, and efficient in a fast-paced, deadline-driven environment.

Nice To Haves

Salesforce experience preferred.

Responsibilities

Serve as the primary staff liaison to the Board of Directors on behalf of the CEO.
Manage timely, professional communication with the Board Chair, Committee Chairs, Board members, and other governance stakeholders.
Lead coordination of Board of Directors meetings, including scheduling, agendas, logistics, technology, catering, meeting materials, dashboards, resolutions, minutes, and follow-up.
Partner with the CEO, Board Chair, and Committee Chairs to prepare for meetings and ensure strong follow-through on decisions and commitments.
Prepare, compile, quality-check, and distribute Board packets and supporting documentation; maintain the Board portal.
Maintain Board records, resolutions, governance documents, dashboards, action-item logs, and historical archives.
Track Board and committee action items and ensure timely follow-up with responsible parties.
Coordinate onboarding and orientation for new Board members.
Provide direct administrative and governance support to the Enterprise Risk Management (ERM), Governance, and Executive Committees.
Coordinate committee schedules and logistics; draft agendas; compile and distribute materials; record minutes; maintain action-item logs; and drive follow-up.
Work closely with Board Chair and Committee Chairs to anticipate needs and support committee effectiveness.
Manage complex and evolving calendars for the CEO and CDO, using sound judgment to align executive time with organizational and development priorities.
Independently resolve scheduling conflicts, protect focus time, and ensure executives are prepared with relevant context, materials, and next steps.
Manage the CEO’s email correspondence, including monitoring, organizing, drafting responses, escalating time-sensitive matters, and ensuring timely follow-through.
Coordinate internal and external meetings, including executive, donor, partner, staff, and stakeholder meetings; prepare agendas, briefings, materials, logistics, and follow-up actions.
Use Salesforce to track donor meetings, relationship activity, next steps, and follow-up for the CEO and CDO, in coordination with the Development team.
Draft and prepare executive correspondence, presentations, briefings, reports, and meeting materials.
Coordinate technology and audio-visual needs for executive and governance meetings.
Maintain accurate executive, donor, Board, and committee tracking systems and prepare dashboards or reports as needed.
Serve as a trusted administrative partner who proactively identifies opportunities to increase executive effectiveness and organizational capacity.
Provide administrative support for the CEO’s work with Habitat for Humanity International and other external partners, as assigned.
Coordinate executive travel and conference logistics, as assigned.
Lead or support special projects requiring executive coordination, discretion, and cross-functional follow-through.
Support Leadership Team meetings, All Staff meetings, Board retreats, Board social gatherings, and special events, including logistics, materials, communications, catering, and technology.
Perform other duties as assigned in support of the Executive Office and Habitat Philadelphia’s mission.