Everybody Builds Philadelphia · 12 hours ago
Executive Administrative Assistant
PHILADELPHIA, PA, US
Full-time
Onsite
Mid Level
$0/yr - $65K/yr
3+ years expEverybody Builds Philadelphia is seeking an Executive Administrative Assistant to provide high-level administrative, operational, and strategic support to the Executive Director. This role is essential for ensuring smooth day-to-day operations and supporting priority initiatives related to funder compliance and organizational sustainability.
Construction
Responsibilities
Provide comprehensive administrative support to the Executive Director, including calendar management, meeting coordination, travel arrangements, and correspondence
Prepare agendas, briefing materials, presentations, and follow-up documentation for internal and external meetings
Track action items and deadlines to ensure timely completion of leadership priorities
Serve as a point of contact for the Executive Director, staff, board members, funders, and external partners
Coordinate logistics for Board of Directors and committee meetings, including scheduling, materials distribution, and minute-taking
Maintain board records, committee rosters, bylaws, and governance documents
Assist the Executive Director and Board leadership with governance calendars and compliance requirements
Provide administrative support for fundraising, grants, and donor engagement activities
Assist with grant tracking, reporting deadlines, and documentation in collaboration with the development and program teams
Support planning and execution of fundraising events and donor stewardship activities
Maintain organized records related to grants, contracts, and contributions
Support the development and maintenance of internal systems, policies, and procedures
Assist with vendor coordination, invoicing, purchase tracking, and documentation
Help streamline workflows and improve organizational efficiency
Support onboarding logistics for new staff, interns, and consultants
Draft and edit internal and external communications on behalf of the Executive Director, as appropriate
Support coordination with hospital partners, community organizations, and funders
Assist with preparing reports, updates, and presentations for stakeholders
Qualification
Required
Associate's or Bachelor's degree in business administration, nonprofit management, public administration, or a related field preferred
Minimum of 3–5 years of administrative or executive support experience, preferably in a nonprofit or mission-driven organization
Experience supporting senior leadership and managing confidential information
Strong organizational, time management, and project coordination skills
Excellent written and verbal communication skills
Proficiency with Microsoft Office, Google Workspace, and database or project management tools
Ability to manage multiple priorities in a fast-paced environment
Commitment to equity, professionalism, and mission-driven work
Preferred
Familiarity with nonprofit governance and board operations
Experience with grant tracking or fundraising support
Strong attention to detail and follow-through
Ability to anticipate needs and operate with a high degree of discretion
Company
Everybody Builds Philadelphia
Everybody Builds is a nonprofit organization with the mission to diversify Philadelphia’s construction industry and build sustainable capacity for growth among diverse businesses and workers.
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase