Job Summary:

Provides administrative support to the CEO (80%) and Deputy Director (20%) to ensure their ability to lead and manage an $8 million agency in fulfillment of Manna’s mission and to advance our vision of Food for All. The Executive Assistant must be creative and enjoy working within an environment that is mission-driven, results-driven, and community oriented. Facilitates relationships with key external stakeholders, supports Manna’s leadership team, and supports executive implementation of strategic priorities. Communicates professionally with colleagues, Board members, participants, volunteers, donors, and other community members. Handles complex and confidential information requests with tact, diplomacy, and efficiency. In addition to routine administrative functions, this position conducts research, drafts reports, and supports strategic and governance activities of the CEO and Board of Directors. Occasionally represents the organization by attending events for CEO. Supporting the Deputy Director for Operations involves administrative tasks especially regarding compliance documentation, facilities management, and use of office technology (ex. Conference room audio/visual equipment and Intranet).

Essential Job functions

• Maintains CEO’s calendar and schedules meetings (both in-person and virtual), with in-depth understanding of the CEO workflow in pursuit of strategic priorities. Serves as a “gate-keeper” to help prioritize use of the CEO’s time and determine if inquiries can be resolved directly or delegated to other staff.

• Assists in supporting the governance functions of the Board of Directors, including preparing and circulating Board materials, archiving minutes and legal documents, and tracking key milestones.

• Establishes a range of Standard Operating Procedures for executive record-keeping tasks, including maintaining event preparation materials (addresses, talking points, etc.) and adopting good best practices for record retention and executive file maintenance both electronic and paper.

• Prepares basic correspondence and spreadsheets: proofreads, edits, revises, and formats a variety of documents and materials, including charts, forms, reports, and policies.

• Coordinates review and submission of invoices for executive-specific tasks (ex. contract invoices and report submission) as well as routine review of certain accounts payable such as credit card statements.

• Uses independent judgment and demonstrates initiative in supporting the executive office, including drafting agenda of monthly staff meetings and stakeholder meetings (ex. visits by peer organizations, local officials, etc.).

• Opens, sorts, and distributes incoming correspondence, including mail, faxes and email; and records incoming donations and prepares daily donations log.

• Performs other duties as assigned to support the efficient functioning of the organization and achievement of mission and strategic priorities.

Demonstrated Competencies:

• Oral and written communication skills in English. Fluency in a second language a plus.

• Experience supporting Board of Directors or demonstrated equivalent.

• Proficient in Microsoft 365 package and uses other key technologies such as CRM (Salesforce preferred) with ease.

• Time management and organizational skills.

• Ability to implement executive office directives across the organization.

• Demonstrates composure and manages stress well.

• Adheres to core values of respect, service, and partnership.

Minimum Requirements

• High school Diploma or GED.

• Minimum of five years’ experience providing administrative support at the executive level.

• Understanding of office practices and procedures to support an $8 million annual budget and complex community-focused operations.

• Strong organizational, interpersonal, oral and written skills, as well as a commitment to mission.

• Ability to follow oral and written instructions.

• Ability to maintain confidentiality and handle sensitive personnel and participant information with discretion and tact.

• Ability to plan, organize, prioritize, and execute assignments efficiently.

• A proactive approach to contributing to a positive, balanced work environment.

• A strong work ethic and attention to detail are needed, balanced with a sense of perspective, humility, and sense of humor.

• Superior computer skills including latest Microsoft Office programs (Word, Excel, PowerPoint, Outlook, Forms). A skills level assessment will be administered to candidates. Basic knowledge of Salesforce preferred.

• Cross-cultural competencies and appreciation for other cultures, classes, health statuses, and world views. Second language proficiency preferred.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to remain in a stationary position 50% of the time. The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc. The employee constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer. The person in this position frequently communicates with the public, volunteers, and vendors and must be able to exchange accurate information in these situations. The employee must occasionally move objects up to 20 pounds.

Environmental Conditions:

When work in the warehouse is required, the employee will be exposed to a variety of fluctuating environmental conditions within the building including heat and cold. The employee must be able to work in these conditions for up to one hour at a tim.

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification and are subject to change at any time. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Justice, Equity, Diversity, and Inclusion Statement:

Manna Food Center is committed to serving as an ally for racial and economic justice and is proud to be an equal opportunity employer. We are fully committed to equity and believe deeply in diversity of race, gender, sexual orientation, religion, ethnicity, and national origin. Applicants with lived experience of food insecurity are encouraged to apply.