Executive Assistant & Administrative Coordinator

Overview

The Executive Assistant & Administrative Coordinator will work closely with the Executive

Director to provide high-level executive support while assisting with administrative functions

across Work to Ride's programs, operations, and fundraising activities.

This position plays an important role in ensuring organizational efficiency, effective

communication, and coordination among staff, families, donors, clients, and community partners.

As a member of a small and collaborative team, the successful candidate must be comfortable

taking on a broad range of responsibilities, adapting to changing priorities, and supporting

projects beyond traditional administrative duties.

The ideal candidate will be an experienced professional who demonstrates initiative, sound

judgment, discretion, and the ability to anticipate organizational needs and work independently.

Key Responsibilities

Executive Director Support

* Oversee and manage the Executive Director's calendar, including scheduling meetings,

appointments, and organizational commitments.• Manage scheduling requests and coordinate communications with internal and external

stakeholders.

* Assist with managing executive correspondence, including drafting emails, letters, and

other communications.

• Prepare meeting agendas, organize materials, take notes, and track follow-up items.
• Proactively monitor deadlines, commitments, and priorities to help ensure timely

execution.

• Coordinate travel arrangements and logistics as needed.
• Assist with preparing reports, presentations, and organizational documents.
• Support the coordination of board and committee meetings, including scheduling,

preparation of materials, and administrative follow-up.

* Serve as a trusted administrative partner to the Executive Director, helping organize

priorities and improve daily efficiency.

Program Administration & Client Support

• Work closely with the Senior Program Manager and program staff to support scheduling, registration, and administrative coordination.
• Assist with maintaining program calendars, instructor schedules, and participant records.
• Provide administrative support for riding lessons, summer camp, the Flagship Program, Sundays at the Stables, Equine Explorers, Discovery Days, and other programs.
• Respond to inquiries from parents, program participants, riding lesson clients, and prospective clients.
• Assist with program registration, scheduling changes, cancellations, and client communications.
• Help coordinate group visits, facility rentals, and community programming.
• Support program staff with recordkeeping, documentation, data entry, and administrative reporting.
• Assist with improving registration, scheduling, and client communication processes.

Fundraising & Development Administration

* Provide administrative support for fundraising, donor engagement, and development

activities.• Assist the Executive Director and development staff with scheduling donor meetings, cultivation visits, and fundraising-related activities.

• Assist with maintaining accurate donor records and contact information in the organization's CRM system.
• Support the preparation of fundraising materials, donor presentations, sponsorship documents, and other development communications.
• Help coordinate administrative logistics for fundraising events, donor visits, and cultivation activities.
• Track donor meeting follow-ups, outstanding requests, and administrative deadlines.
• Assist with organizing fundraising records, reports, and development-related documentation.
• Support special fundraising initiatives and campaigns as needed.

General Administration & Operations

• Provide administrative support to the organization's operations and management teams.
• Help maintain and coordinate the organization's master calendar, including programs, events, facility activities, and meetings.
• Maintain organized electronic files, shared documents, administrative records, and internal resources.
• Assist with office management, supplies, vendor coordination, and routine administrative needs.
• Coordinate internal staff communications, meeting schedules, and organizational announcements.
• Assist with administrative aspects of facility rentals, events, and special activities.
• Support basic data entry, document preparation, recordkeeping, and administrative reporting.

Organizational Support & Special Projects

• Work collaboratively with the Executive Director and other staff members to support organizational priorities.
• Assist with coordinating special projects, events, and initiatives that may fall outside routine administrative responsibilities.
• Help track project timelines, assigned responsibilities, and outstanding deliverables.• Provide additional administrative and logistical support during periods of increased organizational activity.

Required Qualifications

* Minimum of 3–5 years of professional experience in executive assistance, administrative

coordination, office management, or a comparable role.

• Previous experience supporting senior executives or organizational leadership.
• Demonstrated ability to independently manage calendars, communications, meetings, and

competing priorities.

• Strong organizational, time-management, and problem-solving skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, Teams, and SharePoint.
• Strong customer service skills and experience interacting with diverse stakeholders.
• Ability to handle confidential information with professionalism and discretion.
• Strong attention to detail and consistent follow-through.
• Flexibility and willingness to support responsibilities beyond traditional administrative

functions.

Preferred Qualifications

* Experience working in nonprofit organizations, education, youth development, or

community-based organizations.

• Experience with donor databases, CRM platforms, and fundraising administration.
• Experience with program scheduling, registration systems, or client management.
• Experience coordinating organizational events, board meetings, or special projects.
• Associate or bachelor’s degree, or equivalent professional experience.

Compensation & Benefits

Compensation will be commensurate with experience and qualifications. Work to Ride offers a collaborative, mission-driven work environment and the opportunity to make a meaningful impact on the lives of Philadelphia youth.

Work Location: Hybrid remote in Philadelphia, PA 19131