Job Description

Job Title:  Executive Assistant to Executive Director and Director of Development

Job Type: Administration

Organizational Information:

The Homeless Advocacy Project (HAP) exists to meet the legal and advocacy needs of individuals and families experiencing homelessness in Philadelphia. With a legal staff of 12 and a corps of 350 volunteer lawyers, paralegals, and law students, HAP engages in direct outreach to individuals experiencing homelessness in need of legal services.

Position Description:

HAP is seeking a full-time Executive Assistant with a minimum of three years of experience to perform intermediate-level clerical and administrative tasks and provide support to the Executive Director and the Director of Development.  Under the supervision of the Executive Director and Director of Development, the executive assistant will:

  • interact with a variety of personalities from a variety of cultures and economic status
  • navigate proficiently with Microsoft Office Suite, WordPress, and Social Media platforms or related software.
  • understand and be sensitive to issues of people experiencing homelessness, living with mental illness, and in recovery from addiction
  • commit to racial and social justice, and diversity, equity, and inclusion
  • understand office methods, procedures, and equipment.


Assistant to the Executive Director:

Plan, coordinate, and assist the Executive Director with administrative tasks, including, but not limited to:           

  • Writing and preparing correspondence, both electronic and physical, and other related documents
  • Maintaining and organizing filing physical and electronic systems
  • Keeping and managing ED’s calendar and event responsibilities
  • Assisting with preparation of social media campaigns
  • Interfacing with the HAP Board of Directors on behalf of ED
  • Assisting ED in tracking, capturing, and analyzing internal and external data
  • Assisting in preparation of annual budget

Assistant to the Director of Development:

Plan, coordinate, and assist the Development Director with administrative tasks, including, but not limited to:

  • Assisting with HAP Annual Benefit logistics
  • Updating website’s content and graphics
  • Assisting with grant proposals and reports, both online and for mail submission
  • Researching new supporters: individual, foundation, and corporate
  • Coordinating activities, minutes, and  scheduling of the Board’s Fundraising Committee
  • Inputting and updating donor records and reports 
  • Performing other duties as assigned

Other Administrative Responsibilities:

  • Greets and welcomes visitors; answers and directs phone calls, as needed
  • Handles incoming and outgoing mail, as needed

Required Skills/Abilities: 

Preferred Skills

  • Knowledge of DonorPerfect a plus
  • Spanish speaking a plus

Education and Experience:

  • High school diploma or equivalent required; Associates degree preferred
  • At least three years of experience in general secretarial and/or clerical work required

Physical Requirements:

  • Prolonged periods sitting at a desk and working on a computer
  • Must be able to lift up to 15 pounds at times.

COVID-19 considerations:

HAP is currently working limited days in the office.  To keep our employees safe, we require masks in the common areas of our office and when social distancing is not possible.

Applications will be accepted until the position is filled.  In order to receive full consideration, candidates are urged to submit their materials by January 15, 2022. Please include a letter expressing in detail your interest in the position; your qualifications and what you hope to contribute to the organization’s future; a current résumé; and the names and contact information for three professional references. 

Materials should be submitted electronically to [email protected] in Microsoft Word or pdf format to Tanya L. Rambert, Director of Operations, HAP, 1429 Walnut St., 15th Floor, Philadelphia, PA 19102.

Salary is commensurate with experience based on a competitive public interest salary scale.  Available benefits include medical, dental, vision, term life, short- and long-term disability, 403(b) retirement plan, and generous paid time off and holidays.

Reports to:  Executive Director and Director of Development

Homeless Advocacy Project (HAP) is an equal opportunity employer and does not discriminate on the basis of race, gender, disability, ethnicity, religion, sexual orientation, national origin, age, citizenship, genetic information, or veteran status.