Executive Assistant to the CEO

Feeding America•Chicago, IL

1d•$97,000 - $102,000•Hybrid

About The Position

The Executive Assistant to the CEO provides administrative support and tactical planning and coordination of the CEO’s schedule as part of a team that supports the Office of the CEO, working closely with the Chief of Staff and Director, Executive Communications. The Executive Assistant is responsible for ensuring the effective coordination and planning of the CEO’s schedule. The Executive Assistant serves as the initial point of contact for internal and external constituencies on all manners pertaining to the Office of the CEO and is tasked with professionally representing the office in a way that ensures all constituents feel valued and engaged. Feeding America is partnering with The Larko Group to fill this role. Please apply directly to: [email protected]

Requirements

A minimum of five years of experience supporting C-suite executives in a complex, fast-paced environment.
Deep knowledge and experience in the development and management of complex c-suite agendas and scheduling in a fast-paced, complex environment with internal and external stakeholders.
Significant experience managing travel arrangements and scheduling effectively responding to changes in priority and travel challenges and accurate/timely reporting of expenses.
Successful experience in a service-oriented capacity where balancing a complex set of stakeholder needs and interests is required.

Responsibilities

Coordinates the CEO’s calendar with a short and mid-term focus leveraging a clear understanding of the content, purpose, and implications of every event on the CEO’s schedule serving as the central coordination point for effectively prioritizing the CEO’s time. Develops a holistic understanding of key stakeholders and objectives to effectively facilitate prioritization and decision making. Works to optimize the CEO’s time by ensuring time for strategic thinking and external engagement.
Develops and/or refines processes and systems to make scheduling events on the CEO’s calendar as clear and seamless as possible.
Provides and briefs the CEO with key themes and focus areas for the day, week and month on a regular basis.
Ensures 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. Helps ensure that critical information is provided to the CEO on a timely basis. Information may be provided by other members of the Office of the CEO team, other FANO departments or external stakeholders.
Fields inquiries and conduct communication with a broad range of external stakeholders on behalf of the CEO with Board members, donors, FANO staff and others related to scheduling and other administrative matters.
Works effectively and provide a bridge for smooth communication with key advisors to the CEO in development, communications and all other internal departments to effectively coordinate events and scheduling.
Coordinates interactions with staff and other stakeholders creating win-win situations for direct access to the CEO’s time and office through consistent positive, professional, interactions and creative problem solving.
Ensures effective execution of the CEO’s schedule including appointments, conference calls, meetings, travel arrangements, lodging and ground transportation.
Helps organize and follows-up on correspondence received and support the Director, Executive Communications, Chief of Staff, in executing routine correspondence for the CEO, including donor letters, thank you and follow-up notes.
Organizes travel-related documentation including receipts and ensure expense reports are completed properly, consistently meeting reporting deadlines.
Assists with preparation of presentations and data for the CEO as needed.
Other duties as assigned.