Executive Assistant

Executive Assistant

The Executive Assistant provides high-level, proactive administrative support to the President & Chief Executive Officer (CEO) and administrative support to the Chief Human Resources Officer (CHRO). The position plays a vital role in ensuring effective executive operations, organizational coordination, communication, scheduling, and administrative follow-through.

Reporting directly to the President & CEO, the Executive Assistant serves as a trusted administrative partner, helping manage the CEO's schedule, correspondence, meetings, travel, Board-related activities, and other executive priorities. The position also provides administrative assistance to the Chief Human Resources Officer/CHRO, supporting the day-to-day coordination and organization of HR activities and documentation.

This role requires exceptional organization, communication, discretion, attention to detail, emotional intelligence, and the ability to anticipate needs and manage competing priorities. The successful candidate will be comfortable working with confidential information, interacting with employees and external stakeholders, and representing OFS with professionalism and warmth.

If you are highly organized, proactive, adaptable, and passionate about supporting a mission-driven organization, this role offers an opportunity to make a meaningful contribution to the success of OFS and its leadership team.

Salary: $65,500 - $78,500

President & CEO Support

• Coordinate meetings, events, and appointments for the President & CEO, including internal and external engagements, speaking events, and strategic planning sessions.
• Maintain and manage the CEO's calendar, ensuring appropriate scheduling, preparation, and follow-up.
• Prepare and manage communications, meeting agendas, presentation materials, briefing materials, and follow-up action items on behalf of the CEO.
• Provide administrative support for executive correspondence, credit card reconciliation, travel planning, mileage logs, and expense documentation.
• Proactively monitor deadlines, commitments, and action items, ensuring timely follow-through and bringing matters requiring executive attention to the CEO.
• Serve as a liaison to the Board of Directors by coordinating meeting logistics, onboarding processes, materials preparation, communications, and post-meeting follow-up.
• Assist the CEO with preparation for leadership meetings, Board meetings, community engagements, and other high-priority organizational activities.
• Maintain confidential executive records and information with a high degree of discretion.
• Anticipate administrative needs and proactively identify opportunities to improve organization, communication, and follow-through.
• Serve as a point of coordination between the CEO, internal leadership, Board members, and external stakeholders.
• Coordinate special projects and administrative assignments on behalf of the CEO.

Chief Human Resources Officer Administrative Support

• Provide administrative and organizational support to the CHRO in coordinating daily HR activities, departmental priorities, and assigned projects.
• Coordinate HR-related meetings, appointments, interviews, and other administrative activities.
• Assist with preparation, formatting, tracking, and organization of HR documents, reports, presentations, correspondence, and communications.
• Provides support in posting positions using an Applicant Tracking System while keeping confidentiality requirements and employment information.
• Assist with scheduling and logistics for employee meetings, training, orientations, and other HR-related activities.
• Support the coordination of employee communications, HR projects, and organizational initiatives as directed by the CHRO.
• Assist with tracking HR-related deadlines, projects, forms, and follow-up items.
• Provide administrative assistance with onboarding and offboarding activities including scheduling, processing employee changes, documentation, materials, and coordination with appropriate departments.
• Coordinate pre-employment background checks, including initiating screenings, tracking completion, maintaining required documentation, and communicating status updates to the CHRO while safeguarding confidential information.
• Provide administrative support for benefits administration, including enrollment, employee changes, documentation, employee communications, and coordination with benefit vendors.
• Assist with HR reporting, data entry, spreadsheets, and other administrative tasks as needed.
• Handle confidential employee and organizational information with discretion and professionalism.

Organizational Coordination

• Coordinate cross-departmental initiatives, projects, meetings, and events only as assigned or approved by the President & CEO or CHRO; refer requests from other leaders to the CEO or CHRO for approval and prioritization.
• Prepare confidential documents, presentations, spreadsheets, and reports to support executive and organizational decision-making; track assignments, deadlines, correspondence, and follow-up.
• Arrange meeting and event logistics, including space, supplies, technology, and refreshments, while maintaining professional, welcoming interactions with employees, Board members, community partners, vendors, and other stakeholders.

Requirements

Education and/or Experience

• Bachelor's degree is preferred, or equivalent combination of education and relevant professional experience.
• Five or more years of progressively responsible administrative experience, including experience supporting executives or senior leadership. Experience supporting a CEO, executive office, Board of Directors, or Human Resources function is strongly preferred.
• Experience handling confidential information and working with multiple levels of an organization preferred.
• Experience providing administrative support in a human resources environment is a plus.

Knowledge, Skills, and Abilities

• Passion for OFS's hunger relief mission.
• Proven ability to manage multiple priorities, meet deadlines, and adapt quickly to changing needs.
• Exceptional organizational skills and attention to detail.
• Strong written, verbal, and interpersonal communication skills.
• Ability to represent OFS with professionalism, warmth, and discretion.
• High level of integrity, confidentiality, emotional intelligence, and sound judgment.
• Ability to anticipate needs, take initiative, and work independently while also collaborating effectively with others.
• Strong proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to prepare professional correspondence, presentations, reports, and spreadsheets.
• Experience with HR systems, databases, or other administrative software is a plus.
• In-office position.
• Occasional travel required for meetings and events.
• Flexibility in working hours for occasional special events, after-hours meetings, or weekend activities.
• Ability to handle confidential executive and employee information appropriately.
• Willingness to perform other OFS duties and special projects that support organizational needs.