Exciting Opportunities with Share Food Program! We are looking for an Executive Assistant to add to our team!

Share 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.

Since 2022, the need for Share’s services has increased by 120% and the need will only increase with the passage of recent legislation. Share is committed to being at the forefront of advocacy fighting against these policies and ensuring everyone has access to food. Funding for advocacy and expanding its major donor program are strategic goals for Share. Furthermore, Share has successfully completed two stages of its capital campaign to expand and revolutionize its Philadelphia warehouse headquarters at the heart of Share’s operations, to help more neighbors in need.

Position Overview:

The Executive Assistant (EA) to the Executive Director provides high-level administrative, operational, and strategic support to ensure the efficient and effective functioning of the Executive Director’s office. This role serves as a key liaison between the Executive Director, staff, board members, donors, community partners, and the public, while maintaining the highest level of professionalism, confidentiality, customer service and organizational excellence.

Core Responsibilities

Executive Support

Manage the Executive Director’s calendar, scheduling, travel arrangements, and meeting logistics in close coordination with the Executive Director
Brief the Executive Director on upcoming engagements and calendar overview to strategically plan for meetings, fill gaps, resolve scheduling issues, and prepare for the week
Prepare and review correspondence, reports, presentations, and briefing materials including daily briefing book for the Executive Director
Screen and prioritize communications, including email, phone calls, and mail
Draft, review, and send emails on behalf of Executive Director as requested
Conserve the Executive Director’s time by reading, researching, collecting, and analyzing information as needed

Board & Governance Support

Coordinate Board of Directors and committee meetings (agendas, packets, minutes, follow-up, food, meeting space)
Prepare for meetings between Executive Director and Chair of the Board
Maintain board records, policies, and compliance documentation
Assist with board communications, committee meetings, and onboarding of new members

Operations & Administration

Serve as a central point of contact between the Executive Director and internal/external stakeholders as requested by the Executive Director
Anticipate needs and proactively resolve administrative and operational issues
Support organizational planning, special projects and events, and cross-departmental initiatives
Maintain confidential files and ensure accurate recordkeeping
Assist with grant submissions, donor communications, and reports as needed
Lead senior leadership meetings and all-staff meetings, including setting the agenda and running meetings and notes
Organize the Executive Director’s office as needed
Complete ad hoc projects as assigned including supporting safety and social committees at Share

Community & Development Support

Represent the Executive Director professionally in meetings and public settings

Preferred Experience and Abilities:

5-8 years of executive-level administrative experience, preferably in a nonprofit environment
Exceptional organizational, communication, and time-management skills
High level of discretion and ability to handle sensitive information
Proficiency in Microsoft Office, Google Workspace, and database/CRM systems
Strong writing, editing, and project coordination abilities
Passion for the mission of hunger relief and community service
Professional judgment and confidentiality
Attention to detail and follow-through
Ability to manage multiple priorities in a fast-paced environment
Initiative and problem-solving mindset

Physical Requirements:

Position requires sitting up to 75% of the time
Position requires keyboard use or repetitive hand motion

Environmental Risks:

Position includes potential exposure to loud noises and warehouse environments up to 75% of the time.

LOCATION

Share Food Program is located at 2901 W. Hunting Park Avenue Philadelphia PA 19129

COMPENSATION

Salary range $70,000 to $75,000

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.

Share Food Program

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