Provide a broad range of administrative support for the Chief HR Officer and the Chief Financial Officer, including office services support. Professionally represent Feeding America engaging with internal and external constituents to support positive image of the organization and leadership team. Provide support and assistance to executives in daily activities by balancing competing priorities in a manner that makes all constituents feel valued and engaged.
Areas of Responsibility:
- Manage and perform administrative functions including but not limited to scheduling meetings, maintaining Outlook calendar, planning travel arrangements, managing expense reports, reconciling department budgets and proofreading correspondence, contract approval, expense reports, check requests, meeting logistics and ordering supplies.
- Anticipate needs and provide suggestions, when suitable, to facilitate effective and smooth transitions. Monitor scheduling changes and conflicts and proactively provide suggestions or initiate scheduling changes to address conflicts and changing priorities.
- Support and assist with department meetings via scheduling, ordering food, set-up, taking notes, providing follow up summaries and other general support functions.
- Communicate on behalf of executives directly with partners, vendors, staff, internal departments and others. Establish relationships with executive administrative staff for donors, Board members, and other key constituencies.
- Research, prioritize, and follow up on issues and concerns addressed to executives, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
- Provide a bridge for smooth communication between executive’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with management and staff.
- Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion.
- Participate with executives on select conversations and serve as trusted confidante to facilitate completion of deliverables and assignments.
- Undertake and assist with special projects and event coordination as needed.
- Travel coordination including Worldwide Travel relationship, Concur set-up and coordination of donated miles bank and hotel points programs.
- Point of contact for building maintenance and repairs.
- Distribution of office key cards, Security issues, building/office maintenance, assignment and coordination of emergency evacuations and safety drills.
- Maintain Administration department budget including verifying and coding department invoices, administering purchasing card and setting up contracts as needed. Also provide support for insurance policy administration.
- Major event logistics and vendor relationships (e.g. All Staff Meeting venues and catering).
- Provide front desk reception relief.
- Provide back-up support to other specified executives when other EAs are not available or to help balance peaks in workload.
Educational Background:
High school diploma or equivalent. BA/BS degree or equivalent experience preferred.
Skills/Experience:
- A minimum of 5+ years of experience supporting senior level executives in a fast-paced, environment with multiple stakeholders.
- Demonstrated success in the development of the c-suite agendas; scheduling; handling of routine correspondence; and other administrative support functions as required.
- Demonstrate an intermediate to advanced level of proficiency with Microsoft Office Suite and Outlook applications with the ability to quickly learn other applications.
- Exhibit a high degree of professionalism, trustworthiness, and a demonstrated ability to handle highly confidential information.
- Ability to work independently and meet deadlines while managing multiple tasks and changing priorities. Must be able to react to time-sensitive matters as well as manage complex, longer-term initiatives.
- Strong interpersonal skills with proven ability to succeed through positive influence and persuasion.
- Exceptional organizational skills.
- Excellent verbal/written communication skills.
- Flexibility to work additional hours
- Committed to organizational mission of ending hunger.
How to Apply:
Job Function:
Organization Info
Listing Stats
Post Date:
Sep 5 2018
Active Until:
Oct 5 2018
Hiring Organization:
Feeding America
industry:
Nonprofit