Coordinate and perform administrative functions for the CEO, including but not limited to scheduling meetings, maintaining Outlook calendar, coordinating travel arrangements, and managing expense reports via the Concur system.
Areas of Responsibility:
- Ensure effective execution of the CEO’s schedule including appointments, conference calls, meetings, travel, lodging and ground transportation.
- Schedule meetings and events assisting the Executive Assistant in effectively prioritizing and coordinating the CEO’s calendar.
- Schedule and book travel and transportation ensuring smooth logistical transitions during travel, events and meetings.
- Prepare information and materials ensuring that all pertinent information is gathered and readily available prior to CEO’s meetings, food bank visits, donor meetings and other internal and external events.
- Coordinate meeting logistics including setting-up and facilitating conference call and presentation technology, scheduling rooms on and offsite and arranging food and meals.
- Organize travel related documentation including receipts and ensure expense reports are completed properly consistently meeting reporting deadlines.
- Conduct interactions with staff and other stakeholders in a positive, professional, manner assisting the Executive Assistant in creating win-win situations for direct access to the CEO’s time and office through consistent positive, professional, interactions and creative problem-solving.
- Process invoices for payment and contracts.
- Provide back up support for Executive Assistant to CEO as needed.
- Handle sensitive information in a confidential manner
- Undertake and assist with special projects as needed.
- Provide front-desk relief.
Educational Background:
High School diploma or relevant experience. Some college preferred
Skills/Experience:
- At least 3+ years of experience in administrative support
- Knowledge of Concur is a plus
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 Leadership Competencies
- Manages for Results – Effectively organizes and prioritizes work with a strong attention to detail and consistent follow-up.
- Leverages Functional Expertise – Leverages 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.
- 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.
- Collaborates Internally and Externally – Comfortable working across diverse stakeholders. Fosters a sense of teamwork and cooperation.
Required Technical Competencies and Experience
- Knowledge and experience in the development and management of complex agendas and scheduling in a fast paced, complex environment with internal and external stakeholders.
- Experience managing travel arrangements and scheduling effectively and accurate/timely reporting of expenses.
- Proficiency with Microsoft Office Suite and Outlook applications with the ability to quickly learn other applications.
- Experience drafting and editing correspondence, presentations and inter-office communication.
- Successful experience in a service-oriented capacity where balancing differing stakeholder needs and interests is required.
How to Apply:
Job Function:
Organization Info
Listing Stats
Post Date:
Oct 13 2019
Active Until:
Nov 13 2019
Hiring Organization:
Feeding America
industry:
Nonprofit