Executive Assistant

Description

Overview 

Strategic, managerial level position – the Executive Assistant’s primary focus is to provide administrative support and management of the President/CEO’s office with secondary focus as liaison with other Executive level colleagues and the Board of Directors. Functional knowledge in global business, critical thinking, leadership, and management are critical in this role, which also requires fast response time and flexibility.
 

Essential Responsibilities 

• Maintain daily calendar, schedule meetings/travel arrangements, reconcile expenses and oversee administrative tasks for the President/CEO and executive team. 
• Serve as staff liaison for the Board of Directors (BOD) and supports the Board Chair and President and CEO with BOD meetings, supports adherence to Feeding America and Board Source BOD guidelines and performs other board related duties as needed.  
• Provide administrative support for the Board of Directors; schedule meetings, create agendas, post reports, record meeting minutes, maintain member directory, order catering, plan board events, create orientation materials and update policy documents. 
• Attend weekly Executive Leadership Team meeting, maintain agendas and meeting minutes  
• Create weekly CEU update/newsletter for all staff huddle and communication. 
• Support the Executive Leadership Team and the Senior Leadership Team when they need assistance scheduling meetings that involve the CEO.?  

Additional Duties  

• Create correspondence, presentations, reports and other documents. 
• Schedule meeting rooms for community groups. 
• Post outgoing CEO mail and direct incoming deliveries for the CEO. 
• Coordinate backup coverage for support as needed. 
• Perform other duties as assigned. 

Job Qualifications 

• Education and Experience: Bachelor’s degree and a minimum of eight (8) years of administrative experience. 
• Technical Proficiency: Advanced competence in SharePoint, Constant Contact, Microsoft Word, Excel, PowerPoint and Outlook. 
• Communication Skills: Tactful, accurate and concise in communication style with the ability to respond to inquiries and complaints in a courteous manner. 
• Other Competencies: Trustworthy and must maintain confidentiality and the highest degree of trust in working with senior management and the Board of Directors; highly organized and fast-paced with the ability to multitask; knowledge of Board governance procedures, including recording of minutes, ability to anticipate needs and to be responsive to new and changing assignments. 

Physical Requirements and Work Environment 

This position requires extended periods of sitting and occasional lifting up to 40 pounds. Occasional travel when attendance is required at offsite meetings.