Reporting directly to the CEO, the Executive Office Administrator provides executive support in a one-on-one working relationship. The Executive Officer Administrator serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO. The Executive Office Administrator serves as a liaison to the Executive Team members. The Executive Office Administrator will also have team leadership responsibility for all executive assistants and will coordinate efforts to ensure the executive assistants are working together effectively as a team and will directly supervise the Administrative Assistant for the Chicago Office.
Areas of Responsibility:
- Develop a strategic understanding of Feeding America’s Mission and the operation of the national organization and the network that enables effective decisions, development of recommendations, communication and engagement of staff and other stakeholders.
- Communicate directly, and on behalf of the CEO, with Board members, donors, Foundation staff, and others, on matters related to the Office of the CEO.
- Provides a bridge for smooth communication between the CEO and internal departments; demonstrating leadership to maintain credibility, trust and support with staff at all levels of the organization.
- Manage interactions with staff and other stakeholders creating win-win situations for direct access to the CEO's time and office through consistent positive, professional, interactions and creative problem solving.
- Manage an extremely active calendar of appointments for the CEO providing proactive assistance in prioritizing the CEO’s time, responding to constantly changing needs and requests. Exercise sound judgment regarding when to respond independently and resolve issues on behalf of the CEO and when to involve the CEO directly.
- Arrange complex and detailed travel plans, itineraries, and agendas; and compile documents for travel-related meetings. Organize travel related documentation including receipts and complete expense reports consistently meeting reporting deadlines.
- Prepare and/or edit correspondence on behalf of the CEO that is often sensitive and/or confidential.
- Work closely and effectively with the CEO to keep the CEO well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place internally and externally and keeping the CEO updated.
- Mobilizes Executive Assistants to develop and sustain shared vision for how their roles support Feeding America’s mission and goals.
- Works with Executive Assistants to promote effective team work and improve the administrative processes through new ideas, procedures and best practices.
- Provide support and coaching to the EA Team to help them achieve their full potential.
- Supervise the Administrative Assistant including defining goals and expectations, providing coaching and day to day direction and evaluating job performance. Work closely with the HR Generalist to whom this role has a dotted line reporting relationship.
Educational Background:
High school diploma required with BA/BS degree or relevant experience preferred.
Skills/Experience:
- A minimum of five years of experience supporting senior level executives in a complex, fast paced, environment.
Required Leadership Competencies
- Manages for Results – Effectively organizes and prioritizes work with strong attention to detail and consistent follow-up to ensure effective execution and resolution of open issues. Manage short term priorities and longer term more complex projects.
- Leverages Functional Expertise – Leverages deep administrative skills and background to deliver outstanding service and support to the CEO, Feeding America Staff and external stakeholders.
- Communicates Effectively – Communicates clearly and effectively verbally and in writing inside the organization and with external stakeholders at all levels of the organization.
- Understand Our “Business” – Capable of developing a broad understanding of the organizations mission and how the organization functions in support of the Mission. Can think and problem solve with a perpective beyond own function.
- Collaborates Internally and Externally – Comfortable working across a diverse stakeholders to identify solutions, problem solve and orchestrate coordinated action. Fosters a sense of teamwork and cooperation naturally through approach to accomplishing work.
- Operates with Integrity – Incorporates high standards of professional behavior into every interaction and decision with a focus on respect, fairness, confidentiality and a positive outlook and approach.
Required Foundational Competencies
- Committed to organizational mission of ending hunger.
- Diversity, Equity and Inclusion – Committed to a workplace that values different backgrounds and life experiences and allows everyone to bring their authentic self to work. Builds equity into structures, systems and processes for our employees and the communities we serve.
Required Technical Competencies and Experience
- Deep knowledge and experience in the development and management of complex c-suite agendas and scheduling in a fast based, complex environment with internal and external stakeholders.
- Significant experience managing travel arrangements and scheduling effectively managing costs, responding to changes in priority and travel challenges and accurate/timely reporting of expenses.
- Successful experience in a service-oriented capacity where balancing a complex set of stakeholder needs and interests is required.
- Experience drafting and editing correspondence, presentations and inter-office communication.
- Demonstrated advanced level of proficiency with Microsoft Office Suite and Outlook applications with the ability to quickly learn other applications.
- Leadership experience with project or administrative teams is a plus but not required.
How to Apply:
Job Function:
Organization Info
Listing Stats
Post Date:
Feb 21 2019
Active Until:
Mar 21 2019
Hiring Organization:
Feeding America
industry:
Nonprofit