Executive Assistant

Share Food Program • Philadelphia, PA

2h • $70,000 - $80,000 • Onsite

About The Position

Exciting Opportunities with Share Food Program! We are looking for an Executive Assistant to add to our team! Share Food Program (“Share”) is the leading hunger relief organization in the Greater Philadelphia region and one of the largest independent food banks in the nation. Share feeds hundreds of thousands of individuals each month—more than half of whom are children and seniors. The ripple effects of the pandemic, record rates of inflation, and critical cuts to government assistance benefits have plunged even more people into hunger and poverty. Philadelphia has the highest rate of poverty of any major city in the U.S., and food insecurity is a public health crisis. Our network of caring volunteers, dedicated professionals, and generous donors works to bring nourishing food to our neighbors in need. Since 2022, the need for Share’s services has increased by 120% and the need will only increase with the passage of recent legislation. Share is committed to being at the forefront of advocacy fighting against these policies and ensuring everyone has access to food. Funding for advocacy and expanding its major donor program are strategic goals for Share. Furthermore, Share has successfully completed two stages of its capital campaign to expand and revolutionize its Philadelphia warehouse headquarters at the heart of Share’s operations, to help more neighbors in need. Position Overview: The Executive Assistant (EA) to the Executive Director provides high-level administrative, operational, and strategic support to ensure the efficient and effective functioning of the Executive Director’s office. This role serves as a key liaison between the Executive Director, staff, board members, donors, community partners, and the public, while maintaining the highest level of professionalism, confidentiality, customer service and organizational excellence.

Requirements

• 5-8 years of executive-level administrative experience, preferably in a nonprofit environment
• 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
• Passion for the mission of hunger relief and community service
• Professional judgment and confidentiality
• Attention to detail and follow-through
• Ability to manage multiple priorities in a fast-paced environment
• Initiative and problem-solving mindset

Responsibilities

• Manage the Executive Director’s calendar, scheduling, travel arrangements, and meeting logistics in close coordination with the Executive Director
• Brief the Executive Director on upcoming engagements and calendar overview to strategically plan for meetings, fill gaps, resolve scheduling issues, and prepare for the week
• Prepare and review correspondence, reports, presentations, and briefing materials including daily briefing book for the Executive Director
• Screen and prioritize communications, including email, phone calls, and mail
• Draft, review, and send emails on behalf of Executive Director as requested
• Conserve the Executive Director’s time by reading, researching, collecting, and analyzing information as needed
• Coordinate Board of Directors and committee meetings (agendas, packets, minutes, follow-up, food, meeting space)
• Prepare for meetings between Executive Director and Chair of the Board
• Maintain board records, policies, and compliance documentation
• Assist with board communications, committee meetings, and onboarding of new members
• Serve as a central point of contact between the Executive Director and internal/external stakeholders as requested by the Executive Director
• Anticipate needs and proactively resolve administrative and operational issues
• Support organizational planning, special projects and events, and cross-departmental initiatives
• Maintain confidential files and ensure accurate recordkeeping
• Assist with grant submissions, donor communications, and reports as needed
• Lead senior leadership meetings and all-staff meetings, including setting the agenda and running meetings and notes
• Organize the Executive Director’s office as needed
• Complete ad hoc projects as assigned including supporting safety and social committees at Share
• Represent the Executive Director professionally in meetings and public settings

Benefits

• Share offers a comprehensive benefits package including access to group healthcare, dental, vision, short-term disability, life insurance paid time off.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed