Executive Administrative Assistant

Job Description

Job Description

Department: Administration
Employment Type: Full-Time
Location: Philadelphia, PA
Reports To: Chief Executive Officer / Executive Leadership Team

Position Summary:

Dunbar Wellness Group is seeking a highly organized, professional, and proactive Executive Administrative Assistant to provide high-level administrative support to executive leadership. This role is responsible for managing executive calendars, coordinating meetings, handling confidential information, preparing reports and correspondence, and supporting daily administrative operations.

The ideal candidate is detail-oriented, exercises sound judgment, maintains strict confidentiality, and thrives in a fast-paced healthcare environment while managing multiple priorities with professionalism and efficiency.

Essential Duties & Responsibilities:Executive Support

• Manage executive calendars, scheduling, and meeting coordination.
• Prepare meeting agendas, minutes, reports, and presentations.
• Coordinate travel arrangements and executive logistics as needed.
• Screen calls, emails, and correspondence while responding professionally.
• Maintain executive files and confidential records.

Administrative Operations

• Prepare, edit, and distribute correspondence, reports, and organizational documents.
• Coordinate internal meetings, special projects, and company events.
• Maintain office supplies and assist with administrative workflow improvements.
• Support onboarding activities and other administrative initiatives as assigned.
• Serve as a liaison between executive leadership, staff, and external partners.

Communication & Organization

• Monitor deadlines and ensure timely completion of assigned tasks.
• Assist with document management and records organization.
• Maintain professionalism when interacting with employees, vendors, and community partners.
• Support cross-functional departments with administrative needs as appropriate.

Qualifications:Required

• Associate's degree required; Bachelor's degree preferred.
• Minimum of 3 years of administrative experience, preferably supporting executive leadership.
• Excellent written and verbal communication skills.
• Strong organizational, time management, and multitasking abilities.
• High level of professionalism and discretion when handling confidential information.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Microsoft Teams.

Preferred

• Experience in healthcare, behavioral health, or social services.
• Experience with ADP Workforce Now or similar HRIS systems.
• Project coordination or office management experience.

Knowledge, Skills & Abilities:

• Exceptional organizational and planning skills.
• Ability to prioritize competing deadlines.
• Strong attention to detail and accuracy.
• Excellent interpersonal and customer service skills.
• Ability to work independently and collaboratively.
• Professional judgment and problem-solving skills.

Work Environment:

• Full-time, in-person position located in Philadelphia, PA.
• Fast-paced behavioral healthcare environment.
• Regular interaction with executive leadership, employees, and external stakeholders.

Benefits:

• Competitive salary
• Paid Time Off (PTO/VTO)
• Paid holidays
• Health, dental, and vision insurance
• Professional development opportunities
• Supportive and collaborative work environment
• Opportunities for career growth and advancement

Why Join Dunbar Wellness Group?

At Dunbar Wellness Group, our mission is to provide compassionate, trauma-informed, and culturally responsive behavioral health services that strengthen children, families, and communities. As an Executive Administrative Assistant, you'll play a key role in supporting executive leadership and ensuring the organization's daily operations run efficiently while contributing to meaningful work that positively impacts the communities we serve.

Equal Employment Opportunity

Dunbar Wellness Group is an Equal Opportunity Employer and is committed to fostering a diverse and inclusive workplace. We encourage qualified candidates from all backgrounds to apply.