Director of Administration

Job Description

Job Description

Reports To: Chief Human Resources and Administrative Officer

FLSA Status: Exempt (Salary)

Travel Required: Yes

Hybrid: Yes

Position Summary:

The Director of Administration works at the direction of the Chief Human Resources and Administration Officer (“CHRO”) and provides executive-level support to the Executive leadership team, as well as serving as a liaison to the Board of Directors. This role will supervise the Executive Associates at The Greater Boston Food Bank (the “Corporation”). This position requires the ability to balance multiple priorities, exercise good judgment, and professionalism in a variety of situations.

The Director of Administration will help support GBFB’s strategic and governance goals by coordinating the project management, communication, scheduling, and organization required for maximum effectiveness by the GBFB Board of Directors. The position requires the individual to work independently on projects, from conception to completion, and work under pressure to handle a wide variety of activities and confidential matters with discretion. 

Role & Responsibilities:

• Supervision of the executive administrative associate staff, which supports the Executive Leadership Team and other senior staff. 
• Working with Executive Leadership and the CEO, to support the Board of Directors, Committees, sub-Committees, or Task Forces initiatives, and Council Chairs, and all its Committees, Task Forces, and Council members, including the Board of Advisors and the Emeriti Board. 
• Work with the appropriate Executive Leader and CEO to develop and implement processes for Board Orientation, Board Development, and Board Recruitment.
• Establish, maintain, and adjust schedules for annual board meetings, including all committee meeting calendars.
• Take ownership of all deliverables, including board reports, presentation decks, agendas, meeting minutes, and other materials such as speaker remarks. 
• Oversee logistical coordination of board meetings, managing vendors involved, meeting spaces, catering, a/v, etc. 
• Manage tracking of tenure and term for Board of Directors and Board of Advisors members.
• Serving as support and/or member to one or more Board-formed Task Force, as may be requested by the CEO or the Chair of the Board of Directors. 
• Prepare, track, and monitor the budget of the Board of Directors, its Committees, and Councils. Work with other team members where needed, including the administrative staff or Events Team, for support of in-person board and committee meetings.
• Maintain file sharing repository for ongoing board development materials, board meeting materials, and communications toolkits.
• Responsible for oversight of all corporate records. This includes directing, managing, and storing the corporation's records from all activities of the Board of Directors and its Committees and Councils, as well as the Board of Advisors, the Emeriti Board, and the GBFB Realty Corporation.
• Responsible for maintaining confidentiality with all information, and internal and external communications.
• All other duties as assigned.

  Skills & Qualifications:

• Bachelor’s degree required.
• 7-10 years of professional experience and people management preferred. 
• A minimum of three to five years of executive-level board relations and management experience preferred
• Demonstrates excellent customer service skills, high attention to detail, and the ability to prioritize.
• Demonstrated written communications skills and has proactive, consistent, and clear business communications skills, including timely follow-up and follow-through on projects and tasks.
• Translates the vision and values of GBFB into day-to-day activities and behaviors.
• Promotes group morale and productivity by being clear about expectations.
• Seeks out team members with diverse points of view and works to develop future leaders.
• Strong attention to detail with commitment to high-quality work
• Expresses confidence in the ability of others to be successful.
• Identifies whether collaboration or independent action contributes the most value.
• Adapts easily in a continually changing environment.
• Experience working with executive and senior management, Board members, and donors.
• Experience with BoardEffect or other board software platform preferred.
• Demonstrates the required digital competencies that result in the effective usage of the full range of digital technologies at GBFB.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 

• Ability to work in an office environment. 
• Ability to sit for up to 3 hours at a time.
• Ability to lift up to 25 pounds with or without assistance.
• Ability to use hands for simple grasping and fine manipulations.
• Ability to travel based on business needs. 

Work Location:

• Hybrid: This role follows a hybrid schedule working in accordance with GBFB’s hybrid work policy on the team’s designated days. This schedule is subject to change based on the organization’s mission to end hunger.

Affirmative Action/EEO Statement:

GBFB provides equal employment opportunities to all Team Members and applicants for employment without regard to race, creed, color, religion, national origin, citizenship status, gender, sexual orientation, marital status, age, disability, handicap, genetic information, protected veteran status or any other characteristic protected by applicable federal, state, and local laws. This applies to all terms  and conditions of employment, including but not limited to hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, benefits, and training.

No Team Member or applicant will be subjected to harassment, intimidation, threats, coercion or discrimination because they have engaged in or may engage in any of the following: (1) filing a complaint of employment discrimination; (2) assisting or participating in an investigation, compliance review, hearing, or any other activity related to the administration of any federal, state or local law requiring equal opportunity; (3) opposing any act or practice made unlawful by any federal, state or local law requiring equal opportunity; or (4) exercising any other right protected by any federal, state or local law requiring equal opportunity.