Executive Assistant

AllStar Staffing Group; Philadelphia (Philadelphia County); Hybrid; USD 90,000 - 120,000; Full time

Job summary

AllStar Staffing Group is seeking an Assistant Director of Administration in Philadelphia for a full-time, hybrid position. This role ensures efficient operation of the Executive Office through high-level administrative coordination, executive support, project management, and operational oversight.

Key duties include coordinating executive priorities, managing CEO travel and calendar, supporting board minutes, cross-functional project coordination, briefing materials, and ensuring timely

Qualifications

• 7-10 years of progressively responsible executive administration, executive operations, or senior-level administrative support experience.
• Experience in a nonprofit, healthcare, medical, academic, or mission-driven organization is strongly preferred.
• Demonstrated ability to manage highly complex executive calendars and travel logistics.
• Excellent written and verbal communication with strong editing and proofreading skills.
• Willingness and ability to travel domestically and internationally on occasion, including CEO accompaniment.

Responsibilities

• Coordinating executive priorities across internal and external stakeholders and overseeing CEO travel logistics.
• Supporting the Director in managing the CEO's highly complex calendar and meetings.
• Reviewing and editing Board meeting minutes and related correspondence.
• Serving as second-in-command in the Executive Office to maintain continuity.
• Managing staff workflows, priorities, and deadlines within the Executive Office.
• Coordinating cross-functional projects and initiatives with senior leadership.
• Assisting in leadership meeting prep and major organizational events.
• Drafting and transmitting correspondence on behalf of the CEO.
• Tracking deadlines, deliverables, and follow-up items for timely execution.
• Preparing briefing materials and background documents for executive engagements.
• Other duties as assigned.

Skills

Executive administration

Calendar management

Travel logistics

Communication skills

Education

Bachelor's degree

Advanced degree

Job description

We have an immediate need for an Assistant Director of Administration at a leading organization conveniently located in Philadelphia. This is a full time direct hire opportunity that offers a hybrid schedule.

This role plays a critical part in ensuring the efficient operation of the Executive Office through high-level administrative coordination, executive support, project management, and operational oversight.

Job Duties Include:

• Coordinating executive priorities across internal and external stakeholders, overseeing the CEO's travel planning and logistics, supporting the Director in managing the CEO's highly complex calendar, and helping ensure seamless execution of meetings, engagements, and organizational initiatives.
• Reviewing and editing Board meeting minutes.
• Support day-to-day Executive Office functions, ensuring high-quality execution of administrative and operational responsibilities.
• Serve as the Director of Executive Office Administration's second-in-command, helping ensure continuity of Executive Office operations and executive support.
• Assist in managing Executive Office staff workflows, priorities, and deadlines to ensure
• Coordinate cross-functional projects and Executive Office initiatives in partnership with the Director and senior leadership.
• Support preparation for leadership meetings and major organizational events.
• Draft, coordinate, and transmit correspondence on behalf of the CEO,
• Track deadlines, deliverables, and follow-up items to ensure timely execution of Executive Office priorities.
• Prepare briefing materials, background information, and supporting documents for executive meetings and engagements, as needed.
• Other duties as assigned

Job Qualifications Include:

• Bachelor's degree required; advanced degree preferred.
• Minimum of 7-10 years of progressively responsible executive administration, executive operations, or senior-level administrative support experience, preferably supporting C-suite leadership.
• Extensive experience in a nonprofit, healthcare, medical, scientific, academic, or other mission-driven organization strongly preferred.
• Demonstrated experience managing highly complex executive calendars and coordinating domestic and international travel logistics.
• Excellent written and verbal communication skills, including strong editing and proofreading abilities.
• Willingness and ability to travel demestically and internationally on occasion, including accompanying the CEO as needed.