Executive Assistant (Pt) Jobs

At Sharing Excess, we thrive when our team thrives. We’re currently looking for an executive assistant to be a supportive force who empowers our senior leadership. The ideal candidate will be a proactive problem solver with exceptional communication skills and strong attention to details. This person should have experience working in an office environment, performing administrative duties, and providing support to managers. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations. Nonprofit organizations use mission statements to succinctly identify the overall objective of the agency. As the executive assistant, you represent the executive director in carrying out this mission both internally an externally. Nonprofit administrative experience is highly desirable, but not required.

Responsibilities

• Handles executives’ requests and inquiries promptly.
• Other duties as assigned by the Executive Director.
• Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, evaluating new office products, placing and expediting orders for supplies, verifying receipt of supplies.
• Consistently undertakes communication tasks like receiving calls, taking messages, and routing correspondence appropriately.
• Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information, and initiating communications via email.
• Maintains confidence and protects operations by keeping information confidential.
• Acts as the administrative point of contact between Executive Director and internal/external stakeholders.
• Assists with day-to-day HR responsibilities like organizing time-off requests, checking timesheets, and organizing paperwork for new hires.
• Ensures operation of equipment by calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques.
• Prepares reports by collecting and analyzing information.
• Provides historical reference by developing and utilizing meeting minutes and other record-keeping.
• Maintains executive’s appointment schedule by planning and scheduling meetings and conferences/travel opportunities.

Qualifications

• Friendly and professional demeanor.
• Advanced Microsoft Office skills, with an ability to become familiar with organization-specific programs.
• Excellent collaboration and communication skills.
• Strong organizational, schedule management, project management, and problem-solving skills, and an ability to multi-task.
• Minimum of 2+ years of experience as an Executive Assistant reporting directly to senior management (Preferred: nonprofit/service experience).
• Exceptional interpersonal skills.

Candidates must be based in Philadelphia, PA & can work in a hybrid model.

About Sharing Excess

Sharing Excess is a Philadelphia-based nonprofit that uses surplus as a solution to scarcity. While over 40 million people in the US face food insecurity, nearly 40% of the nation's food supply is going to waste. By partnering with grocery stores, restaurants, wholesalers, and farmers, Sharing Excess has delivered over 20 million meals to a network of nonprofits, food banks, and community organizations. Our team embraces a fun, fast-paced, agile, and creative startup environment that is laser-focused on improving access to excess and making food a basic human right. If you're passionate about connecting with people, building innovative solutions, and want to make this world a better place, look no further than team SE.