Job Posting CLOSED
Executive Administrative Assistant
Food Bank of the Southern Tier Seeks
Executive Assistant
The Food Bank of the Southern Tier is
committed to creating a future without hunger where access to healthy food by
all is recognized as fundamental to the well-being and success of individuals
and the foundation of a strong, vibrant society. We are striving to be a
client-focused, engaged, high-performing team, leading a collaborative effort
across our region to ensure equitable access to nutritious food through our
values of Integrity, Learning, Inclusion, Caring, Respect, and Abundance.
As Executive Assistant, you will provide
high-level
administrative support to the Food Bank’s President & CEO and serve as the
primary staff liaison to the Food Bank’s Board of Directors (BOD). You will
also assist the CEO with annual organizational workplan development and
tracking, strategic planning efforts, and employee engagement activities as
well as special projects as needed.
You must be/have:
·
Well-organized, detail-oriented, proactive, and able to prioritize
work for self and others
·
Strong written and verbal
communication skills
·
A seasoned professional with
outstanding judgement & initiative
·
Able to exercise discretion and
confidentiality
·
Personable, collaborative, and
authentic
·
Strong project management
skills
·
High level of comfort/familiarity
with technology and various software applications including Outlook, Word, Excel,
PowerPoint, SharePoint, Teams, Asana, and Zoom.
·
Able to work
independently and manage competing priorities, complex situations, and tight
deadlines
·
Commitment to the
Food Bank’s values
Specific
job duties:
Administrative Support
·
Provides high-level
administrative support to the CEO including proactively managing calendar,
scheduling meetings, preparing agendas, organizing files, and planning internal
events.
·
Manages all
meeting and event related logistics including organizing & scheduling Zoom
calls, sending reminders, reserving & setting up meeting rooms, managing
food & refreshments, creating agendas, distributing meeting materials,
taking minutes, etc.
·
Manages
all travel arrangements for the CEO including conference registration, hotel
& flight reservations, or car rentals, as needed. Prepares and reviews
itineraries with CEO in advance.
·
Creates and
submits POs and expense reports for the CEO. Compiles
and submits travel vouchers and records. Submits vouchers for reimbursement of
expenses if applicable.
·
Reads and analyzes documents
requiring the CEOs signature and facilitates the signing process as needed.
·
Manages systems to organize and
maintain official hard copy & electronic records on behalf of the CEO.
·
Works with the CDO and/or Director
of Communications to ensure that the CEO is briefed and prepared for any
interviews and public speaking events with talking points, run of show, etc.
·
Replies to phone calls and emails on behalf of the CEO, as needed.
·
Responds promptly and
professionally to internal and external requests for information or support.
·
Works closely with CDO and Major Giving Officer to support CEO’s
donor stewardship efforts.
·
Debriefs weekly activities and meetings with donors/partners and
documents relevant information in RE for follow-up, as needed.
BOD Management
·
Provides logistical and administrative support at all virtual and
in-person BOD and committee meetings.
·
Develops
annual BOD and committee meeting calendar, uses established tracking calendars
to help create agendas, drafts resolution documents, records meeting minutes
and maintains permanent records of all BOD and Committee meeting materials.
Proactively monitors and tracks any follow-up items to ensure timely
completion.
·
Assists CEO with BOD recruitment & development.
·
Tracks BOD engagement and meeting attendance.
·
Compiles annual BOD matrix, including skills and demographic
information, to help guide recruitment efforts.
·
Facilitates BOD mentor program.
·
Assists with annual BOD orientation and bi-annual BOD Assessment
process.
·
Updates and maintains BOD/committee member web portal and ensures
all necessary documents are available and accessible.
·
Updates and maintains all BOD resources including by-laws,
policies, member lists, etc.
·
Tracks and maintains results of BOD background checks.
·
Facilitates annual distribution and compilation of annual Conflict
of Interest and Whistleblower Policy attestations per Food Bank policy.
·
Documents and tracks BOD and committee member donor cultivation and
stewardship efforts in RE. Sends reminders as needed and provides regular progress
reports to CDO.
Strategy & Planning
·
Assists CEO
with the development and tracking of organization-wide strategic plan, annual
workplans, and DEI efforts. Creates projects in Asana, assigns tasks, and
monitors progress to goals.
·
Develops reporting templates as needed.
·
Compiles and consolidates annual workplans and quarterly progress
reports from SLT members.
·
Assists CEO with scheduling, planning, and organizing Senior
Leadership Team (SLT) and Food Bank Leadership Team (FBLT) meetings.
·
Helps facilitate strategic discussions and project
implementation/prioritization with SLT and FBLT members, as needed.
Organizational Culture &
Employee Engagement
·
Manages all
logistics related to monthly staff meetings and staff appreciation & team
building events including annual retreats, holiday party, BOD/Staff Mixer,
summer picnic, etc.
·
Coordinates
information gathering and submission of broad organizational reporting to
Feeding America including the Network Activity Report (NAR) and compliance
audit pre-work.
·
Coordinates
the development and distribution of Food Bank holiday cards to all external
stakeholders.
·
Manages
other special projects on behalf of the CEO, as assigned. These may involve
creative problem solving, process oversight, drafting documents, and/or
extensive research.
You will get:
• Non-exempt
position with regular hours 8AM-4PM Monday-Thursday & 8AM-1PM on Fridays.
We believe in work-life balance!
• Salary
from $24.75/hour based on experience
• Paid
Time Off – 10 days to start, 15 days after 1st Anniversary
• 12-14
paid Holidays
• Medical,
Dental, Vision, Life Insurance
• Short-Term,
Long-Term Disability
• Critical
Illness, Supplemental Insurance
• Flexible
Spending Account
• Health
Savings Account
• Legal
Plan
• Identity
Protection Plan
• Employee
Assistance Program
• 6%
Pension
• Employee
401(k)
• My
Better Benefits
The Food Bank of the Southern Tier is
committed to creating a diverse, equitable, and inclusive environment and is
proud to be an equal-opportunity employer. Individuals who bring that
perspective and support diversity, equity, and inclusion in all forms are
strongly encouraged to apply.