Administrative Assistant

Share Food Program, Inc.; Philadelphia (Philadelphia County); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Paid time off

Job summary

Share Food Program is seeking an Administrative Assistant to support the Executive Director and the integrity of daily operations. The role emphasizes high-level administrative tasks, confidentiality, and professional interaction with internal and external stakeholders.

Ideal candidates will have 4-6 years of nonprofit administrative experience, strong organizational abilities, and proficiency with Microsoft Office, Google Workspace, and CRM systems.

Qualifications

• 4-6 years of administrative experience, preferably in nonprofit settings.
• Strong organizational, communication, and time-management skills.
• High level of discretion and ability to handle confidential information.
• Proficiency in Microsoft Office, Google Workspace, and CRM systems.
• Excellent writing, editing, and coordination abilities.

Responsibilities

• Manage the Executive Director’s calendar, travel, and meeting logistics.
• Prepare correspondence, reports, and briefing materials for the Executive Director.
• Screen and prioritize communications including email, calls, and mail.
• Support Board preparations: agendas, packets, minutes, and follow-up actions.
• Maintain confidential files and organize the Executive Director’s office.

Skills

Administrative experience

Organizational skills

Time management

Communication

Discretion

Tools

Microsoft Office

Google Workspace

CRM systems

Job description

Exciting Opportunities with Share Food Program! We are looking for an Administrative 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.

Position Overview:

The Administrative Assistant (AA) provides high-level administrative support to ensure the efficient and effective functioning of the Executive Director’s office. This role requires someone who is highly organized, detail-oriented, and flexible while maintaining the highest level of professionalism, confidentiality, customer service, and organizational excellence.

Core Responsibilities

Executive Support

• Manage the Executive Director’s calendar, scheduling, travel arrangements, and meeting logistics in close coordination with the Executive Director and Chief of Staff
• Brief the Executive Director on upcoming engagements and calendar overview to plan for meetings, fill gaps, resolve scheduling issues, and prepare for the week
• Prepare and review correspondence, reports, and presentations as needed, 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
• Additional duties as assigned

Board & Governance Support

• Support preparation for Board of Directors and committee meetings (agendas, packets, minutes, follow-up, food, meeting space) as needed
• Prepare for meetings between Executive Director and Chair of the Board (ex. Printing materials, calendar invites)

Operations & Administration

• Serve as a central point of contact between the Executive Director and internal/external stakeholders as requested by the Executive Director and Chief of Staff
• Anticipate needs and proactively resolve administrative issues
• Support special projects and events, and cross-departmental initiatives as directed
• Maintain confidential files and ensure accurate recordkeeping
• Prepare weekly updates and reminder emails for all staff, particular groups
• Support meetings where asked, including taking notes
• Organize the Executive Director’s office as needed
• Complete ad hoc projects as assigned including supporting safety and social committees at Share

Preferred Experience and Abilities:

• 4-6 years of 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

Physical Requirements:

• Position requires sitting up to 75% of the time
• Position requires keyboard use or repetitive hand motion

Environmental Risks:

• Position includes potential exposure to loud noises and warehouse environments up to 75% of the time.

LOCATION

This position will be primarily based at the Share Food Program Warehouse, located at 2901 West Hunting Park Avenue, Philadelphia, PA 19129.

COMPENSATION

Compensation will be commensurate with experience and qualifications.

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

Share Food Program is an equal employment opportunity employer and does not discriminate based on race, ethnicity, religion, national origin, age, sex, gender or gender expression, marital status, sexual orientation, parental status, age, disability, genetic information, or any other category protected by law. In addition to federal law requirements, Share Food Group complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.