Executive Assistant

Function:

The Executive Assistant is a member of the Administration Team and supports the Chief of Staff, Chief Operations Officer (COO), the Board of Directors, and the Leadership Team in keeping CFB's operations running smoothly and efficiently. While support of COO is the central focus of this role, the Executive Assistant also coordinates Board meeting logistics and provides day-to-day administrative support to the Leadership Team as needed. Reporting to the Chief of Staff, success in this role requires anticipating needs before they arise, managing competing priorities with ease, and handling sensitive information with absolute discretion.

Key Responsibilities:

COO Support
• Manage and maintain the COO's calendar, proactively schedule meetings, resolve conflicts, and protect time for priorities.
• Coordinate travel arrangements for the COO, including itineraries, accommodations, and logistics.
• Draft, proofread, and manage correspondence on behalf of the COO; ensure timely and professional communication with internal and external stakeholders.
• Prepare agendas, briefing materials, and supporting documents ahead of the COO's meetings and engagements.
• Process and reconcile expense reports and purchasing card transactions for the COO.
• Track action items and deliverables arising from COO meetings; follow up with relevant parties to ensure timely completion.
• Proactively anticipate the COO's needs based on upcoming priorities; surface relevant information, flag approaching deadlines, and keep the COO informed and prepared
• Serve as a professional and discreet point of contact for the COO's office, managing access and communications with sound judgment.

Board and Committee Operations
• Coordinate all logistics for Board of Directors meetings, which are primarily held at the food bank; arrange room setup, technology, materials, and catering as needed.
• Prepare meeting spaces in advance of Board meetings, ensuring the room is properly configured, equipment is tested, and materials are in place before attendees arrive.
• Compile, assemble, and distribute Board meeting packets and supporting materials in advance of each meeting, ensuring accuracy and completeness.
• Serve as backup to the Chief of Staff for recording and distributing Board meeting minutes when needed.
• Maintain Board-related records, including governance documents, meeting archives, and Board member contact information.
• Monitor the Board meeting calendar throughout the year and proactively communicate reminders and preparation timelines to relevant staff.

Leadership Team Support
• Provide administrative support to Leadership Team members as needed, including scheduling, correspondence, and document preparation.
• Process and reconcile expense reports for Leadership Team members.
• Assist with coordinating LT meetings, including logistics, agendas, and materials distribution; record and distribute meeting minutes as needed.
• Manage scheduling of CFB meeting spaces for leadership and organizational meetings; coordinate room preparation including setup, technology, and materials to ensure spaces are ready in advance.
• Assist LT members with preparation of presentations, reports, and other materials for internal and external audiences.
• Support special projects and organizational initiatives across the Leadership Team as capacity allows.

General Administrative
• Ensure all records and files are maintained accurately and securely, with strict adherence to confidentiality standards.
• Attend and support meetings with the COO, Board, and Leadership Team as needed, including taking notes, recording key decisions, tracking action items, and distributing meeting summaries.
• Develop and maintain Microsoft Forms, spreadsheets, and other administrative tools to support operational and leadership team needs.
• Assist with special events planning and execution as assigned.

Other
• Perform other duties as assigned.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the staff member for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Qualifications:

Minimum Qualifications
• High school diploma or equivalent.
• Minimum of 3-5 years of experience in executive administrative support or an equivalent role.
• Demonstrated experience supporting C-suite or senior leadership in a fast-paced environment.
• Experience coordinating board or committee meetings, including packet preparation and minutes recording.
• Experience processing expense reports and purchasing card transactions.
• Proficiency in Microsoft Office Suite and Office 365; aptitude to learn other software platforms.
• Excellent communication, customer service, and active listening skills.
• Ability to effectively prioritize, organize, and manage competing tasks and projects.
• Flexibility to adjust availability based on meeting and event timing; some travel may be required.

Preferred Qualifications
• Experience supporting or working with a nonprofit board of directors.
• Experience in a nonprofit or other mission-driven organization.
• Bilingual in English and Spanish.

Equivalent combination of education and experience may be considered if applicable and must be directly related to the functions and body of knowledge required to successfully perform the job.

Knowledge, Skills and Abilities
• Demonstrated knowledge of executive-level administrative support, including calendar management, travel coordination, correspondence, and confidential information handling.
• Ability to manage effectively, anticipating the needs of senior leaders, proactively surfacing relevant information, and keeping principals on track without being prompted.
• Strong understanding of board governance processes and experience supporting board-level operations.
• Exceptional organizational skills with the ability to manage multiple principals, competing priorities, and tight deadlines simultaneously.
• Strong written and verbal communication skills; able to produce clear, accurate, and professional documents and correspondence.
• Ability to exercise sound judgment, discretion, and diplomacy in all interactions - including with board members, donors, community partners, and staff.
• Self-motivated and resourceful; able to work independently with minimal direction and take proactive initiative.
• Strong attention to detail and commitment to accuracy across all work products.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams, SharePoint) and aptitude to learn additional platforms.
• Skills in processing financial reimbursements and purchasing card reconciliation.
• Ability to build and maintain collaborative, constructive relationships with people inside and outside the organization.
• Ability to work effectively with people from diverse economic, social, and political backgrounds.
• Commitment to continuous learning and incorporating new information and skills into daily work.
• Knowledge of standard office procedures and equipment.

Core Competencies
• Organization & Planning
• Initiative & Proactive Support
• Communication
• Confidentiality & Integrity
• Attention to Detail
• Judgment & Decision Making
• Relationship Building
• Customer Service
• Adaptability & Flexibility
• Collaboration & Teamwork
• Accountability
• Continuous Learning
• Mission & Inclusion Focus

Physical Requirements:
• Light Work - ability to exert 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

Expectations:
• CFB is committed to providing employees with an environment in which the Core Values of Dignity, Integrity, Collaboration, and Impact are supported and encouraged.
• CFB works diligently to maintain a culture of fairness, responsibility, trustworthiness, and teamwork to advance our mission: We change lives in the communities we serve by feeding the hungry today and building a healthy, hunger-free tomorrow.
• CFB is a drug- and tobacco-free work environment.
• CFB is committed to having a workforce that reflects diversity at all levels and is an equal opportunity employer. Qualified applicants are considered for employment, and employees are treated during employment without regard to race, color, religion, national origin, citizenship, age, sex, sexual orientation, gender identity, marital status, ancestry, physical or mental disability, veteran status, or any other characteristic protected under applicable law.
• Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Please note this job description is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities required of the employee. Duties and activities may change at any time with or without notice.