Back to top

Executive Assistant

This job is no longer available

Chicago, IL, USA
Full-time

Assist and coordinate all aspects of administrative, scheduling, travel and organizational needs associated with the Chief Equity & Programs Officer. Provide support for large convenings for the Chicago Equity and Programs team.

Areas of Responsibility: 
  • Manage and perform administrative functions which includes - but not limited to scheduling meetings and calls, maintaining Outlook calendar and coordinating travel arrangements.
  • Coordinate large convenings logistics including setting-up and facilitating conference call and presentation technology, scheduling rooms on and offsite and arranging food and meals.
  • Work closely with heads of Food Security, Equity, Diversity & Inclusion, Equitable Access, and Healthcare Partnerships & Nutrition to establish/maintain rapport with the internal Programs team.
  • Communicate on behalf of the executive directly with partners, vendors, staff, internal departments and others. Establish relationships with executive administrative staff for donors, Board members, and other key constituencies.
  • Organize travel-related documentation including receipts and ensure expense reports are completed properly and consistently, meeting reporting deadlines.
  • Research, prioritize, and follow up on issues and concerns, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
  • Maintain and reconcile department budget, meeting with the Finance team periodically.
  • Manage expenses related to P-card purchases for the department and reconciliation.
  • Proofread correspondence (drafting and distributing correspondence).
  • Process invoices for payment and route contracts. 
  • Take organized notation, transcribe and distribute.
  • Perform light research as needed for the executive, in support of their priorities.
  • Undertake and assist with special projects as needed.
  • Serve as back-up for the Chicago reception desk in a rotation providing relief for lunch and other breaks as needed as well as extended absences. 
  • Provide back-up and peak demand support for other administrative team members including but not limited to: basic calendar scheduling, travel scheduling, and expense reporting.
  • Maintain professional relationships with all internal and external constituents as a representative of the Feeding America National office.
  • Handle sensitive information in a confidential manner.
  • Complete tasks accurately with high quality and in a timely manner.
  • Located at Feeding America’s Chicago office.
Educational Background: 
High School diploma or relevant experience; some college preferred
Skills/Experience: 
  • Significant experience providing administrative support to C-suite executives

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.

Organization Info

Listing Stats

Post Date: 
Oct 30 2019
Active Until: 
Nov 30 2019
Hiring Organization: 
Feeding America
industry: 
Nonprofit