Administrative Assistant

Administrative Assistant Opportunity with Share Food ProgramShare 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 ResponsibilitiesExecutive SupportManage the Executive Director's calendar, scheduling, travel arrangements, and meeting logistics in close coordination with the Executive Director and Chief of StaffBrief the Executive Director on upcoming engagements and calendar overview to plan for meetings, fill gaps, resolve scheduling issues, and prepare for the weekPrepare and review correspondence, reports, and presentations as needed, and briefing materials including daily briefing book for the Executive DirectorScreen and prioritize communications, including email, phone calls, and mailDraft, review, and send emails on behalf of Executive Director as requestedAdditional duties as assignedBoard & Governance SupportSupport preparation for Board of Directors and committee meetings (agendas, packets, minutes, follow-up, food, meeting space) as neededPrepare for meetings between Executive Director and Chair of the Board (ex. Printing materials, calendar invites)Operations & AdministrationServe as a central point of contact between the Executive Director and internal/external stakeholders as requested by the Executive Director and Chief of StaffAnticipate needs and proactively resolve administrative issuesSupport special projects and events, and cross-departmental initiatives as directedMaintain confidential files and ensure accurate recordkeepingPrepare weekly updates and reminder emails for all staff, particular groupsSupport meetings where asked, including taking notesOrganize the Executive Director's office as neededComplete ad hoc projects as assigned including supporting safety and social committees at SharePreferred Experience and Abilities:4-6 years of administrative experience, preferably in a nonprofit environmentExceptional organizational, communication, and time-management skillsHigh level of discretion and ability to handle sensitive informationProficiency in Microsoft Office, Google Workspace, and database/CRM systemsStrong writing, editing, and project coordination abilitiesPassion for the mission of hunger relief and community serviceProfessional judgment and confidentialityAttention to detail and follow-throughAbility to manage multiple priorities in a fast-paced environmentInitiative and problem-solving mindsetPhysical Requirements:Position requires sitting up to 75% of the timePosition requires keyboard use or repetitive hand motionEnvironmental 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.To Apply:To apply, please submit your cover letter and resumé through the "Apply" button on Share's careers webpage.