Executive Operations & Board Support Lead

University City District; Philadelphia (Philadelphia County); On-site; USD 65,000 - 85,000; Full time

Job summary

University City District (UCD) is seeking an organized, proactive Executive Operations Coordinator to ensure administrative, governance, and day-to-day office operations run smoothly. This role serves as a central resource for leadership, the Board of Directors, staff, visitors, vendors, institutional partners, and community stakeholders in a fast-paced environment.

The successful candidate anticipates needs, demonstrates discretion, and manages multiple priorities while coordinating board

Qualifications

• Bachelor's degree preferred or equivalent experience.
• 3–5 years of progressive administrative experience.
• Experience supporting senior leadership or a Board of Directors is preferred.
• Excellent organizational skills and attention to detail.
• Ability to manage competing priorities and deadlines.
• Strong written and verbal communication with stakeholders at all levels.
• Judgment, discretion, and ability to handle confidential information.

Responsibilities

• Coordinate scheduling, calendars, meeting prep for leadership.
• Coordinate logistics for Board and committees.
• Prepare agendas, briefing materials, and documents.
• Maintain calendars, contacts, and organizational records.
• Track decisions and follow-up items from meetings.
• Serve as a professional contact for Board, partners, officials, funders.
• Coordinate travel and leadership administrative needs.
• Handle sensitive information with discretion.
• Support day-to-day office operations and admin needs.
• Coordinate facilities, supplies, vendors, and spaces.
• Welcome visitors and ensure professional experience.
• Coordinate organization-wide meetings and events.
• Maintain files and administrative systems.
• Provide cross-department admin support.
• Coordinate with HR to distribute policies and resources.
• Identify operational issues and improve processes.
• Support staff events and engagement activities.
• Foster a welcoming, collaborative workplace culture.
• Be an approachable resource for admin help.
• Ensure positive experiences for employees and partners.

Skills

Organizational skills

Communication skills

Customer service

Independent work

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Salesforce

Job description

University City District (UCD) is seeking an organized, proactive Executive Operations Coordinator to ensure administrative, governance, and day-to-day office operations run smoothly. This role serves as a central resource for leadership, the Board of Directors, staff, visitors, vendors, institutional partners, and community stakeholders in a fast-paced environment.

The successful candidate anticipates needs, demonstrates discretion, and manages multiple priorities while coordinating board