Executive Assistant

The Executive Assistant serves as a trusted partner to the Chief Executive Officer and Senior Leadership Team, providing high-level administrative, operational, and governance support that advances the mission and strategic priorities of the organization. This position serves as a central point of coordination for executive initiatives, Board of Directors activities, and organization-wide projects, ensuring effective communication, efficient operations, and timely execution of key priorities.

The Executive Assistant anticipates organizational needs, manages multiple competing priorities, coordinates complex projects, and develops solutions that support the effectiveness of the Executive Office. This role regularly interacts with board members, community partners, donors, and staff while handling highly confidential information with professionalism, sound reasoning, and discretion.

Success in this position requires exceptional organizational skills, initiative, adaptability, attention to detail, and the ability to build productive working relationships across all levels of the organization while supporting the CEO in achieving the Food Bank's mission and long-term objectives.

Essential Functions and Responsibilities

Board Governance & Executive Support

• Supports the CEO in advancing effective board governance through regular interaction with members of the Board of Directors and Board Committees regarding governance activities, priorities, and organizational initiatives.
• Coordinates, prepares for, attends, and follows through on all Board and Committee meetings.
• Plans and oversee all logistics for board meetings, committee meetings, conferences, virtual meetings, retreats, and special events.
• Drafts meeting agendas in collaboration with the CEO and committee leadership and ensures materials are complete and distributed in a timely manner.
• Records meeting minutes on behalf of the Board Secretary and maintains official board records and governance documentation.
• Coordinates board recruitment, nominations, elections, orientation, and ongoing board development activities.
• Monitors action items resulting from board and committee meetings, follows up with responsible parties, and ensures timely completion.
• Works closely with committee chairs to establish annual meeting schedules, priorities, and governance calendars.
• Coordinates board events including strategic planning sessions, retreats, orientation activities, and recognition events.
• Maintains the Board Manual, governance documents, committee rosters, and organizational records to ensure accuracy and compliance.

Executive & Organizational Support

• Serves as a primary liaison between the CEO, Board of Directors, senior leadership, and internal and external stakeholders, ensuring timely communication and follow-through on organizational priorities.
• Provides administrative and operational support that enables the CEO and Senior Leadership Team to effectively achieve strategic and organizational objectives.
• Manages the CEO's calendar by evaluating competing priorities, coordinating schedules, and anticipating conflicts while adjusting plans as organizational needs evolve.
• Prepares, researches, and develops correspondence, presentations, reports, briefing materials, and other executive communications requiring accuracy, professionalism, and confidentiality.
• Coordinates executive travel, meetings, conferences, and related logistics while anticipating operational needs and resolving scheduling challenges.
• Leads and coordinate special projects that support organizational initiatives, collaborating with multiple departments to ensure successful completion.
• Research issues, gather information from multiple sources, and presents recommendations that assist leadership in planning, operations, and decision-making.
• Identifies opportunities to improve administrative processes, recommends practical solutions, and assists with implementing workflow improvements across the organization.
• Establishes and maintains procedures that improve efficiency, consistency, and communication within the Executive Office.
• Handles highly confidential information involving personnel, board matters, donors, financial information, and organizational strategy with the highest degree of professionalism and discretion.
• Anticipates executive and organizational needs, proactively addressing issues and coordinating solutions before they impact on daily operations.
• Performs work requiring sound reasoning, careful evaluation of available information, and thoughtful selection of appropriate courses of action while operating within established organizational policies.
• Represents the Executive Office in a professional manner and builds productive working relationships across all levels of the organization.

General Administrative Support

• Maintains confidential organizational files, executive records, and governance documentation in accordance with organizational policies.
• Research and prepare presentations, reports, and supporting materials using appropriate software applications.
• Assesses administrative workflows and recommends improvements that enhance productivity and organizational effectiveness.
• Serves as emergency backup for the administrative team, including reception, mail processing, office supply coordination, and telephone support when needed.
• Performs additional responsibilities and special assignments consistent with the needs of the organization.

Qualifications:

• Associates degree with 4 years of experience as an Executive Assistant or position reporting directly to senior management OR 4 years of progressively responsible experience in similar or related functions.
• Proficient with Microsoft Office Suite, particularly Word, PowerPoint, Excel, and Canva.