ReFED is seeking an Executive Assistant who will provide exceptional support to the Executive Director, and two other senior staff members. The Executive Assistant will work closely with senior management and other team members to advance ReFED’s organizational capabilities and improve efficiencies across the operations team.
Responsibilities include, but are not limited to:
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Executive Support and Administration (approx 85% of role)
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Provide administrative support to the Executive Director and two other senior staff, including but not limited to managing the Executive Director's inbox and calendar, booking travel arrangements, ensuring expense reimbursement for speaking engagements and preparing monthly expense reports. It is anticipated that support for the Executive Director will be ~70% and support for each of the other two senior staff will be ~15% each.
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Work closely with the Executive Director and Chief of Staff to prepare for internal and external meetings.
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Develop and communicate meeting targets, objectives and agendas to meeting attendees.
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Solicit input from internal and external partners to inform the development of meeting targets, objectives and agendas.
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Develop and/or compile and disseminate meeting prep materials including pre-read and discussion materials in advance of meetings.
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Participate in meetings with the Executive Director.
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Take meeting notes and ensure proper maintenance of meeting notes to inform follow-up, next steps and future meetings with internal and external stakeholders.
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Deliver executive communications follow-ups to meetings, adhering to ReFED’s standards.
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Support the operations team in managing the Executive Director’s schedule, ensuring all meetings, travel and other engagements are fully prepared for in advance and all to-do items are executed in a timely fashion.
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Evaluate meeting requests based on the Executive Director’s priorities to ensure highest and best use of time.
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Track and assess the use of the Executive Director’s time to make recommendations and ensure it is used for the highest impact opportunities within the organization.
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Complete additional administrative tasks and errands as needed, including but not limited to note taking during meetings, ordering and picking up lunch for the Executive Director and others as appropriate.
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Receive and process incoming mail to determine and execute follow up and next steps as appropriate.
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Support in scheduling and coordinating logistics for Board meetings, committee meetings, team retreats and on-site meetings, including but not limited to arranging for conference rooms and audio/visual requirements as necessary.
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Support operations projects (approx <5% of role)
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Support special projects led by the operations team to increase organizational efficiencies and improve ways of working.
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Systems & Tools (approx <5% of role)
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Serve as a resource to staff, Board members and outside service providers to deliver training on and support adoption of ReFED’s systems, tools, standard operating procedures and ways of working.
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Identify opportunities to improve organizational efficiencies and effectiveness and ways of working across the team through new and/or improved systems, tools and standard operating procedures.
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Financial Administration (approx <5% of role)
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Assist team in managing contractual relationships by advising on time tracking practices and tools and expense documentation.
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- 7-10 years experience working in a fast-paced environment providing exceptional support to organization or company leadership, including but not limited to scheduling and planning.
- Demonstrated ability to provide executive-style communications and adapt to communications style of multiple types of stakeholders (e.g., food businesses, donors, Board members, team members, etc.).
- Impeccable follow through and ability to navigate within an organization to accomplish work.
- Demonstrated ability to effectively prioritize workflow.
- Extremely detail-oriented.
- Proficiency with google suite products (gmail, gcal, gdrive, etc.).
- High standards of ethics and confidentiality and ability to appropriately handle sensitive information.
- Ability to exercise sound judgement, show initiative and be proactive.
- High social intelligence and situational awareness.
The Executive Assistant will be a full-time position with the expectation of working 40 hours per week, on-site in ReFED’s office in Berkeley, CA. This is a non-exempt position.