Executive Administrative Partner (Executive Assistant)

Company Description

Good Fellowship Ambulance & EMS Training Institute is a nonprofit organization providing emergency medical services to ten municipalities in Chester County, Pennsylvania, including the Borough of West Chester and surrounding townships. As the largest and busiest EMS agency in Chester County, the organization responds to more than 9,700 emergency calls each year using advanced transport and intercept vehicles. Good Fellowship supports high-quality emergency care through state-of-the-art clinical equipment, comprehensive field training, and a strong commitment to professional development. With a combination of career and volunteer personnel, the organization remains dedicated to delivering reliable, high-quality service to the communities it serves. The EMS Training Institute supports this mission by training more than 3,000 individuals annually through CPR and First Aid programs and EMS certification courses, including EMT and paramedic education.

Role Description

This is a full-time, on-site Executive Administrative Partner role based in West Chester, PA. The Executive Administrative Partner provides comprehensive administrative and operational support to the Executive Director and limited support to other department leaders. This role is responsible for managing executive schedules, coordinating meetings and events, preparing correspondence and documentation, and supporting day-to-day organizational functions. The position plays a key role in ensuring efficient workflows, effective communication, and smooth coordination across the organization.

Essential Duties and Responsibilities:

• Provide comprehensive administrative support to the Executive Director, including proactive calendar management, scheduling, and drafting, preparing, and proofreading correspondence in accordance with professional business standards.
• Answer and screen emails, phone calls, and in-person inquiries, routing communications appropriately and responding as needed on behalf of the Executive Director.
• Perform a wide range of administrative and clerical functions including purchase order and expense report processing, placing and tracking orders, compiling reports, preparing documents, and maintaining accurate records.
• Organize and coordinate meetings and committees, including preparing agendas, sending calendar invitations, attending meetings, recording and distributing minutes, and managing logistics, including occasional evening meetings as operational needs require.
• Assist with or independently plan and coordinate events for internal teams and external groups, including logistics, scheduling, communications, and follow-up activities.
• Assist with special projects by coordinating resources, tracking progress, and supporting timely completion of assigned initiatives.
• Maintain organized records, documents, and files in both digital and physical formats in accordance with established guidelines.
• Serve as a point of contact for internal staff and external partners on behalf of the Executive Director.
• Provide limited administrative support to other department directors as needed.
• Use Microsoft Office products and other technology platforms efficiently and accurately.
• Assist with social media content coordination or posting when requested. Social media experience is a plus but not required.
• Perform other related duties as required.

Qualifications:

Educational Requirements

• High school diploma or equivalent required.

Required Skills/Abilities

• Excellent organizational, time management, and verbal and written communication skills with strong attention to detail.
• Strong proficiency with computers and Microsoft Office products.
• Experience prioritizing multiple projects and adapting to changing priorities.
• Previous experience in an administrative or executive support role, preferably within a nonprofit, healthcare, or public safety environment.
• Ability to handle sensitive and confidential information with professionalism and discretion.

Physical Requirements

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