Senior Executive Office Administrator

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

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