Executive Assistant

Executive Assistant to the CEO / Administrative Manager, Philadelphia, PA (Hybrid), $65,000–$75,000

Join a well-established, mission-driven nonprofit organization known for supporting individuals through community-based behavioral health, developmental disability, and human services programs. This leadership-level Executive Assistant role offers the opportunity to work closely with an accessible CEO and collaborative executive team while overseeing the broader executive support function.

Executive Assistant to the CEO / Administrative Manager – Responsibilities

• Provide high-level executive support to the CEO and serve as a trusted administrative partner to the COO; proactively anticipate needs and manage competing priorities.
• Oversee and coordinate the Executive Assistant team supporting 12 executives, ensuring seamless administrative coverage and consistent support quality across the organization.
• Manage complex organizational projects and multi-stakeholder initiatives, including timeline management, deliverable tracking, and cross-functional coordination.
• Coordinate all Board of Directors activities, including scheduling, communications, logistics, and preparation/distribution of accurate meeting minutes.
• Review, proofread, update, and standardize organizational policies while maintaining the agency intranet and policy repository through SharePoint.
• Manage executive calendars and scheduling logistics while proactively resolving conflicts and coordinating hybrid schedules across the leadership team.
• Draft, edit, and distribute professional internal and external communications with exceptional accuracy and attention to detail.
• Assist with presentations, reports, policy development, office procedures, and special projects from conception through completion.

Executive Assistant to the CEO / Administrative Manager – Requirements

• Associate’s degree in Secretarial/Administrative Science, English, or related field with 5+ years of relevant experience, including executive-level support experience required; bachelor’s degree preferred.
• Formal Board of Directors support experience required, including meeting coordination, communications, and preparation of board minutes.
• Strong Excel proficiency, including formulas, data entry, and multi-tab spreadsheet management.
• Experience using SharePoint and Microsoft Office Suite required.
• Exceptional written communication, proofreading, grammar, and document standardization skills.
• Demonstrated ability to work independently and proactively in a high-autonomy environment.
• Strong organizational and project management skills with experience coordinating complex, multi-part initiatives.
• Professional maturity, diplomacy, adaptability, and the ability to remain composed in high-pressure or emotionally sensitive situations.
• Prior nonprofit, healthcare, or human services industry experience is a plus.

Schedule:

Hybrid schedule with a minimum of 3 onsite days per week; flexibility based on executive availability and team coordination.

Perks:

Join a stable, community-focused organization with collaborative leadership, meaningful mission-driven work, long-term growth potential, and the opportunity to play a highly visible role supporting executive leadership and organizational operations.