Executive Assistant to the Executive Director

Executive Assistant to the Executive Director

Community Food Basket – Idaho Falls

Position Summary

The Executive Assistant provides administrative, operational, financial, and organizational support to the Executive Director and leadership team. This position helps ensure efficient day-to-day operations through calendar and project management, communications, board and event support, bookkeeping, payroll, and confidential recordkeeping.

Key Responsibilities

• Executive & Administrative Support: Manage calendars, meetings, correspondence, travel, records, communications, and organizational priorities.
• Bookkeeping & Financial Administration: Maintain accurate financial records; process accounts payable and receivable; record transactions; reconcile bank and credit card accounts; prepare deposits; track expenses and receipts; assist with budgeting and financial reporting; and coordinate with the organization’s accountant as needed.
• Payroll & Personnel Support: Process payroll and maintain payroll records; track employee hours, time-off, and related documentation; assist with onboarding and personnel paperwork; and maintain confidentiality of employee and financial information.
• Project & Organizational Support: Coordinate projects, deadlines, action items, special initiatives, grants, donor reporting, and operational improvements.
• Communications & Relationships: Draft and edit correspondence; coordinate communications with donors, board members, volunteers, staff, and community partners; and support donor acknowledgments and stewardship.
• Events & Meetings: Assist with fundraising events, donor gatherings, board meetings, and community events, including scheduling, registrations, logistics, materials, and follow-up.
• Office & Operations: Maintain electronic and paper records; coordinate supplies and equipment; support volunteer onboarding; assist with diaper inventory and hygiene/Costco item organization; and identify opportunities to improve administrative systems and efficiency.
• Confidentiality & Compliance: Handle sensitive donor, personnel, financial, and organizational information with professionalism, discretion, and confidentiality.
• Other Duties: Perform additional administrative and operational duties as assigned.

Qualifications

• Associate degree or equivalent experience preferred.
• 3 years of administrative or office management experience, preferably supporting leadership.
• Experience with bookkeeping, payroll, and financial records using QuickBooks Online.
• Strong organizational, communication, computer, and time-management skills.
• High proficiency with Microsoft Office and document management systems.
• Ability to manage multiple priorities while maintaining accuracy and confidentiality.
• Nonprofit, fundraising, event coordination, or facility organization experience is a plus.

Personal Attributes

Highly organized, detail-oriented, dependable, proactive, resourceful, professional, trustworthy, and committed to the Community Food Basket mission.

Work Environment & Schedule

Flexible full-time position, 40 hours per week, primarily on-site. Typical business hours are focused between 9:00 a.m. and 5:00 p.m., with occasional evening or weekend events. Position involves primarily office-based work with occasional community engagement and the ability to lift up to 50 lbs. occasionally.

Pay: $20.00 - $22.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Vision insurance

License/Certification:

• Drivers License (Required)

Work Location: In person

Salary : $20 - $22