Executive Assistant Office Manager

Job Description Job Description Our Mission: Together, we create life-changing wishes for children with critical illnesses.

Founded in 1980 when a group of caring volunteers helped a young boy fulfill his dream of becoming a police officer, Make-A-Wish is one of the world’s leading children’s charities with 58 chapters in the United States and its territories.

Since 1986, Make-A-Wish Philadelphia, Delaware & Susquehanna Valley has fulfilled more than 8,500 transformational wishes and projects fulfilling 356 wishes this year alone. A wish come true helps children feel stronger, more energetic, and more willing and able to battle their critical illnesses.

Our chapter now serves the following 13 counties:

Bucks, Chester, Cumberland, Dauphin, Delaware, Lancaster, Lebanon, Montgomery, Perry, Philadelphia in Pennsylvania, and New Castle, Kent and Sussex in Delaware. For additional information about Make-A-Wish Philadelphia, Delaware & Susquehanna Valley, please visit philadesv.wish.org.

Job Summary: We are seeking an organized, proactive, and highly professional Executive Assistant/Office Manager to support executive leadership and ensure the efficient operation of the office in a part-time capacity. This role will be responsible for managing the CEO’s schedule, coordinating the Board of Directors’ activities, overseeing administrative functions, and ensuring seamless office operations.

The ideal candidate will possess excellent communication skills, strong problem-solving abilities, and the ability to work in a fast-paced environment while maintaining the highest level of confidentiality and professionalism. Essential Job Functions: Executive & Administrative Support: • Manage and coordinate the CEO’s schedule, meetings, travel, and expense reporting. • Serve as a liaison between the CEO, Board of Directors, and internal/external stakeholders, ensuring efficient communication and logistics. • Develop agendas, track action items, and provide reports on major projects and meeting outcomes. • Prepare and edit presentations, reports, and correspondence as needed. • Implement process improvements to enhance office efficiency and executive support. • Answer and direct office phone calls, ensuring prompt and professional communication.

Board of Directors Coordination: • Collaborate on Board of Directors Dashboard updates. • Coordinate logistics for quarterly board meetings and one-on-one meetings between the CEO and board members. • Maintain relationships with board members and their administrative support staff. • Oversee the scheduling and preparation of board meeting materials. Office Management: • Maintain office operations, including ordering supplies, coordinating repairs, and ensuring functionality of office equipment (copiers, postage meters, etc.). Be the office’s main contact for facility-related matters. • Act as the point person for the office relocation in August 2025, including but not limited to coordinating packing, unpacking and organization of the new office location. • Act as the point person for Wish Child/family visits to the office. • Collaborate with cross-functional team on onboarding of new staff, including office setup. • Maintain updated internal staff directories, organizational charts, and personal contact lists. • Assist in planning and executing all-staff meetings and internal enrichment programs. • Assist with miscellaneous filing and scanning. • Conduct routine reviews and cleanups of internal physical and virtual filing systems. Event & Fundraising Support: • Support marketing team with preparation and logistics for key events and logistics for annual appeal and development mailings.

Required Qualifications & Skills: • 3-5 years of experience supporting executive leadership (CEO, Vice-President, President, or similar roles) • Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams). • Strong ability to prioritize tasks, anticipate needs, and adjust to changing priorities quickly. • Excellent written and verbal communication skills. • High level of discretion, professionalism, integrity and confidentiality. • Ability to work efficiently in a fast-paced environment with multiple competing deadlines. • Ability to solve problems independently while maintaining attention to detail with a high level of initiative. • Flexibility and willingness to take on new and different responsibilities as needed. • Strong interpersonal skills with the ability to collaborate effectively across all levels of an organization. • Passion for the mission and alignment with the values of the organization. • Ability to lift and move files or other items weighing up to 30 pounds, as well as open filing cabinets, bend, or stand as needed to perform job duties. Preferred Qualifications & Skills: • Experience working with nonprofit organizations. • Familiarity with customer relationship management (CRM) software is a plus. • Spanish language proficiency is a plus. • Event planning and coordination experience. This is a part-time hybrid role (22.5 hours/week) with opportunities to contribute to a meaningful mission.

Please note that our office is currently located in Blue Bell, PA, and will be relocating in August 2025 to Bala Cynwyd, PA. You must be able to commute into the office for a portion of this role. The ideal candidate will be an enthusiastic and engaged team player who thrives in a dynamic environment while providing invaluable support to executive leadership and office operations.

Make-A-Wish is an equal opportunity employer and is committed to fostering an inclusive and diverse workplace. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic as defined by applicable law. We believe in providing a fair and supportive work environment where all individuals are valued, respected, and empowered to contribute to our shared success.

If you require accommodation during the application or interview process, please let us know, and we will be happy to assist. Company Description Our Mission: Together, we create life-changing wishes for children with critical illnesses.

Founded in 1980 when a group of caring volunteers helped a young boy fulfill his dream of becoming a police officer, Make-A-Wish is one of the world’s leading children’s charities with 58 chapters in the United States and its territories.

Since 1986, Make-A-Wish Philadelphia, Delaware & Susquehanna Valley has fulfilled more than 8,500 transformational wishes and projects fulfilling 356 wishes this year alone. A wish come true helps children feel stronger, more energetic, and more willing and able to battle their critical illnesses.

Our chapter now serves the following 13 counties:

Bucks, Chester, Cumberland, Dauphin, Delaware, Lancaster, Lebanon, Montgomery, Perry, Philadelphia in Pennsylvania, and New Castle, Kent and Sussex in Delaware. For additional information about Make-A-Wish Philadelphia, Delaware & Susquehanna Valley, please visit philadesv.wish.org.

Company Description Our Mission: Together, we create life-changing wishes for children with critical illnesses.

Founded in 1980 when a group of caring volunteers helped a young boy fulfill his dream of becoming a police officer, Make-A-Wish is one of the world’s leading children’s charities with 58 chapters in the United States and its territories.

Since 1986, Make-A-Wish Philadelphia, Delaware & Susquehanna Valley has fulfilled more than 8,500 transformational wishes and projects fulfilling 356 wishes this year alone. A wish come true helps children feel stronger, more energetic, and more willing and able to battle their critical illnesses.

Our chapter now serves the following 13 counties:

Bucks, Chester, Cumberland, Dauphin, Delaware, Lancaster, Lebanon, Montgomery, Perry, Philadelphia in Pennsylvania, and New Castle, Kent and Sussex in Delaware. For additional information about Make-A-Wish Philadelphia, Delaware & Susquehanna Valley, please visit philadesv.wish.org.