JOB DESCRIPTION 

Job Title:   Executive Assistant/Board Secretary (Part-Time)

Reports to: Chief Operating Officer

ABOUT BROAD STREET LOVE: 

Broad Street Love is an organization that helps Philadelphians living in deep poverty stabilize their lives through a unique offering of meals and social services that is welcoming to everyone. Our long term vision is not only to meaningfully reduce the trauma and suffering caused by scarcity for Philadelphia’s most vulnerable populations, but, along with best‐of‐class social services and government partners, to break the cycle of poverty, homelessness and hunger in Philadelphia. 

POSITION SUMMARY: 

The Executive Assistant will manage complex schedules, coordinate meetings and projects, prepare executive communications, and serve as Board Secretary to the Board of Directors. The ideal candidate is detail-oriented, discreet, adaptable, and committed to supporting Broad Street Love’s mission of empowering individuals experiencing deep poverty to achieve stability and self-sufficiency.

DUTIES AND RESPONSIBILITIES: 

Executive Support

• Manage the CEO and COO’s calendar, scheduling, and daily priorities.
• Coordinate meetings, appointments, and travel arrangements for the CEO and COO as requested.
• Prepare agendas, presentations, reports, correspondence, and other materials for executive leadership.
• Serve as a primary point of contact for internal and external stakeholders on behalf of the CEO.
• Screen and prioritize communications, ensuring timely follow-up and response.
• Support special projects and organizational initiatives led by executive leadership.
• Track deadlines, action items, and deliverables to ensure timely completion.

Board Secretary Duties

• Serve as Secretary to the Board of Directors and its committees.
• Coordinate all Board and committee meetings, including scheduling, logistics, and meeting materials.
• Prepare and distribute Board agendas, meeting packets, resolutions, and supporting documentation.
• Attend Board and committee meetings and record accurate minutes.
• Support Board member onboarding and orientation.
• Ensure timely distribution of Board communications and materials.
• Work closely with the CEO, COO, Board Chair, and committee chairs to support effective governance practices.

Administrative Operations

• Maintain confidential organizational and personnel information with the highest level of discretion.
• Develop and maintain efficient administrative systems and processes.
• Coordinate executive office operations and maintain organizational records.
• Assist with contract administration, document management, and compliance tracking.
• Support event planning and logistics for Board meetings, leadership retreats, staff meetings, and organizational events.
• Manage expense reports, purchasing requests, and related administrative functions.
• Coordinate cross-departmental communication and follow-up on executive priorities.

Organizational Support

• Foster positive relationships across all departments and stakeholders.
• Support organizational culture initiatives and employee engagement activities.
• Identify opportunities to improve administrative efficiency and effectiveness.
• Perform other duties as assigned to support organizational success.

QUALIFICATIONS AND SKILLS:   

Required

• Associate’s degree or equivalent combination of education and experience.
• Minimum of 7 years of executive-level administrative support experience.
• Experience supporting senior executives, boards of directors, or nonprofit leadership.
• Exceptional organizational and project management skills.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to manage multiple priorities in a fast-paced environment.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Strong attention to detail and commitment to accuracy.

Preferred

• Bachelor’s degree.
• Experience in a nonprofit or mission-driven organization.
• Experience supporting a Board of Directors.
• Familiarity with donor databases, board management platforms, and nonprofit governance practices.

Core Competencies

• Professionalism and discretion
• Organizational excellence
• Initiative and problem-solving
• Effective communication
• Relationship management
• Adaptability and flexibility
• Attention to detail
• Time and priority management
• Commitment to diversity, equity, inclusion, and belonging
• Passion for Broad Street Love’s mission and values

OTHER:

The mission of Broad Street Love is to transform our city, our institutions, and ourselves by embracing the individual needs of our most vulnerable sisters and brothers, and by embracing radical hospitality.  We believe that the only way to achieve that mission is to have a diverse staff that is representative, at all job levels, of the citizens we serve. 

Broad Street Love does not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, criminal record, or any other status protected under federal, state, or local law.    Broad Street Love believes that diversity and inclusion among our staff is critical to our success as a community services organization, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool. 

This position is located at Broad Street Love, 315 S. Broad Street.    

Compensation: $25/ hour.   To apply for this position, please send your resume to: employment@broadstreetLove.org. Indicate “Executive Assistant” in the subject line of your email.