Job Application - Catholic Charities Food Bank Of The Southern Tier

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.