Executive Assistant

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.
• Proficiency in Microsoft Office Suite.