Overview: The Society Administrator for the non-profit Philadelphia Ethical Society is responsible for managing the business affairs of the Society, the daily operations of the office and rental facilities, and collaborating with Society members and staff to achieve the Society’s goals and objectives.
Key Skills for this Position : We are seeking a self-starter with very strong organizational and time-management skills. The ability to multi-task, pay attention to detail, and work with frequent interruptions is necessary. Strong Interpersonal skills are needed to work successfully with public, building user, and member constituencies. Advanced proficiency with computer skills, including the aptitude to learn new systems and procedures. Responsibility for carrying out internal system processes, ability to analyze and optimize results, and use creativity to think “outside the box” for improvements in all areas of operations.
Primary responsibilities are in the following areas:
- Rental Management
- Coordinate use of building spaces for activities, meetings and rentals
- Includes maintaining online calendar of all events
- Respond to rental inquiries by email, phone and in person
- Execute rental agreements with groups and event renters
- Includes collecting, recording, and reconciling payments
- Office Management & General
- Conduct weekday operation of the Society office
- Represent the Society to weekday visitors
- Reply to general email and phone inquiries
- Administer the Society budget and purchasing process for all areas
- Includes maintaining expenses at budgeted levels, and informing Committees or other parties of any deviation
- Maintain contractor and vendor relationships
- Administer the payroll for Society employees
- Manage the maintenance of office copier, computers and network
- Produce individualized reports and letters with the Treasurer and Finance Committee
- Includes pledge requests and end of calendar year contribution letters
- Includes annual reports requested by the Society’s national organization
- Property Management
- Work with Building Committee and others in maintaining and improving the Society building
- Direct the building’s maintenance program with outside contractors and vendors
- Includes maintenance of all building systems and equipment
- Supervise the custodian and housekeeper
- Order and maintain sufficient janitorial supplies and other products required by staff
- Maintain durable items in number and in good repair for congregational and rental use
- Includes tables and chairs, microphones and AV equipment, etc.
- Schedule building inspections in compliance with City regulations, file certifications
- Financial Management
- Depending upon the skills of the candidate, there may be bookkeeping and financial management responsibilities
Requirements: A bachelor’s degree or demonstrated equivalent experience. Multiple years of non-profit management experience strongly preferred. A certificate or degree in non-profit management would also be appropriate.
Strong knowledge of computer systems, including Microsoft and Google applications. Knowledge of hardware and office computer connectivity.
As a small organization operating in a very dynamic environment, a significant amount of flexibility and teamwork is required. Willingness to pitch in and do what is needed is essential. Coverage for other employees in other areas is occasionally required.
Physical Conditions: Most work hours will be in our Center City office, up to 20 percent may be remote; occasional evening availability for committee meetings.
Able to work comfortably at a standard office desk, able to climb multiple flights of stairs during the course of a regular day.
How to Apply: Please submit your cover letter and resume by email to Cheryl Desmond, Society Administrator, at Every application for this position will be carefully reviewed, however only candidates whose backgrounds most closely match our requirements will be contacted.
We are not able to personally respond to every applicant regarding the status of their application.
No telephone inquiries will be accepted. The anticipated start date for this position is flexible, in December 2024 or January 2025.
The Philadelphia Ethical Society is an equal opportunity employer. People of color and LGBTQ+
people are strongly encouraged to apply.
Mission: The Philadelphia Ethical Society is a humanist congregation dedicated to honoring the worth and dignity of every human being, cultivating character, nurturing ethical relationships and caring networks, building community capacity and social justice.
Ethical Humanism, a humanist, religious and educational movement, has nurtured religious humanism and contributed to progressive causes for well over a century. Founded in 1885, The Philadelphia Ethical Society is a member of the American Ethical Union, our federating organization.