Executive Assistant and Program Administrator

Organizational Background

The Business Association of West Parkside (BAWP) supports and promotes businesses in the greater West Parkside region. The BAWP advocates for the business community at the state and local level, ensuring the needs and concerns of our membership are heard. BAWP works to preserve, maintain, and enhance the quality of life in West Parkside and Philadelphia.

BAWP manages one of the City of Philadelphia’s Taking Care of Business (PHL TCB) Clean Corridors Program. PHL TCB has four main goals:

• Maintain clean commercial districts in Philadelphia neighborhoods.
• Promote the economic success of neighborhood businesses by creating an inviting environment for shoppers.
• Create work opportunities for Philadelphians.
• Grow the capacity of local small businesses and organizations that provide cleaning services.

Job Description

The Executive Assistant and Program Administrator plays a central role in supporting the organization’s day-to-day operations and advancing key initiatives that help the organization thrive. Working closely with the President of the Board, this position helps ensure the workplace operates efficiently, collaboratively, and in alignment with organizational priorities.

In this role, the Executive Assistant and Program Administrator coordinates administrative functions and office activities while serving as a key point of contact for internal teams and external partners. They support the planning, implementation, and ongoing management of organizational initiatives, helping ensure projects stay on track, meet their goals, and operate within budget.

The Executive Assistant and Program Administrator also oversees a range of operational and financial processes, including maintaining accurate financial records, reconciling accounts, supporting payroll processing, and monitoring program-related budgets. By coordinating resources, tracking progress, and analyzing performance data, they help leadership make informed decisions and continuously improve organizational effectiveness.

This role is well-suited for a highly organized, proactive professional who enjoys balancing strategic coordination with hands-on execution. The successful candidate will be a strong communicator and problem solver who can manage multiple priorities, build productive relationships with stakeholders, and identify opportunities to streamline processes and improve how work gets done.

This position reports to the President of Board / Board of Directors Business Association of West Parkside

Core Responsibilities

Program Management

• Operational Management: Manages daily, weekly, and monthly operations of programs to ensure they align with organizational goals.
• Administrative Oversight: Develops, implements, and maintains program procedures, records, and databases.
• Financial & Resource Planning: Monitors budgets, manages grants and RFPs, and allocates resources efficiently.
• Reporting & Analysis: Collects and analyzes data to assess program effectiveness, creating reports to guide decision-making.
• Stakeholder Coordination: Acts as the central point of contact for staff, partners, and stakeholders, often facilitating meetings and communications.
• Compliance & Policy: Ensure compliance with organizational, legal, and funding regulations

Office Management

• Logistics: Manages supplies, equipment, and vendor relationships to maintain a productive work environment. Includes ordering supplies.
• Scheduling: Coordinates meetings, events, and travel arrangements for team members and executives.
• Communication Hub: Answering, directing calls, taking messages, and handling routine inquiries.
• Visitor & Client Services: Greet guests and provide a welcoming first impression.
• Data & Records: Organizing files, performing data entry, and maintaining databases.
• Document Support: Prepares, edits, and formats correspondence, reports, presentations, and event flyers and invites.
• Bookkeeping: Oversees office budgets, expense reporting, payroll, and basic bookkeeping tasks.
• Human Resources: Maintains office policies and procedures, ensuring compliance with company standards, supporting onboarding new employees, and assisting with HR-related administrative tasks.

Knowledge, Skills, and Abilities

• Experience: Previous experience in administration, project coordination, or a relevant specialized field.
• Education: Bachelor's degree in business administration, management, associate degree in accounting or finance, or related field is preferred. Prior experience may be considered in place of a college degree.
• Technical Skills: Proficiency in office software (MS Office, Google Workspace), data analysis tools, and database management.
• Communication & Leadership: Strong written and verbal communication, plus leadership skills to guide staff and collaborate with stakeholders. Ability to communicate with vendors, clients, and internal teams.
• Organization: Excellent time management, planning, and organizational abilities
• Software Proficiency: Experience with accounting software such as QuickBooks, ADP, and Microsoft Excel.
• Analytical Skills: Ability to identify errors and reconcile discrepancies.
• Organization & Detail: Strong attention to detail for managing data, invoices, and receipts.

The responsibilities of this role may change in accordance with the needs of the business.

Job Type: Full-time

Pay: $60,000.00 per year

Benefits:

• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance

People with a criminal record are encouraged to apply

Application Question(s):

• What specifically caught your interest in this opportunity?

Work Location: Hybrid remote in Philadelphia, PA 19131