Administrative Assistant

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.

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.

• Manage the Executive Director’s calendar, scheduling, travel arrangements, and meeting logistics in close coordination with the Executive Director and Chief of Staff
• Brief the Executive Director on upcoming engagements and calendar overview to plan for meetings, fill gaps, resolve scheduling issues, and prepare for the week
• Prepare and review correspondence, reports, and presentations as needed, 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
• Additional duties as assigned

• Support preparation for Board of Directors and committee meetings (agendas, packets, minutes, follow-up, food, meeting space) as needed
• Prepare for meetings between Executive Director and Chair of the Board (ex. Printing materials, calendar invites)

• Serve as a central point of contact between the Executive Director and internal/external stakeholders as requested by the Executive Director and Chief of Staff
• Anticipate needs and proactively resolve administrative issues
• Support special projects and events, and cross-departmental initiatives as directed
• Maintain confidential files and ensure accurate recordkeeping
• Prepare weekly updates and reminder emails for all staff, particular groups
• Support meetings where asked, including taking notes
• Organize the Executive Director’s office as needed
• Complete ad hoc projects as assigned including supporting safety and social committees at Share

• 4-6 years of 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

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

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

This position will be primarily based at the Share Food Program Warehouse, located at 2901 West Hunting Park Avenue, Philadelphia, PA 19129.

To apply, please submit your cover letter and resumé through the “Apply” button on Share's careers webpage.