Executive Assistant

Operation Food Search•Overland, MO

19h•$65,500 - $78,000•Onsite

About The Position

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). Reporting directly to the President & CEO, the role helps manage executive operations, organizational coordination, communications, scheduling, meetings, travel, Board-related activities, and other executive priorities. It also supports the day-to-day coordination and organization of HR activities and documentation. The successful candidate will bring exceptional organization, communication, discretion, attention to detail, emotional intelligence, and the ability to anticipate needs and manage competing priorities. The role involves handling confidential information, interacting with employees and external stakeholders, and representing Operation Food Search (OFS) with professionalism and warmth. This is an in-office position with occasional travel and flexibility for special events, after-hours meetings, or weekend activities.

Requirements

Passion for OFS’s hunger relief mission.
Five or more years of progressively responsible administrative experience, including experience supporting executives or senior leadership.
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 integrity, confidentiality, emotional intelligence, and sound judgment.
Ability to anticipate needs, take initiative, work independently, and collaborate effectively.
Strong proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Ability to prepare professional correspondence, presentations, reports, and spreadsheets.
Ability to appropriately handle confidential executive and employee information.
Bachelor’s degree preferred, or an equivalent combination of education and relevant professional experience.

Nice To Haves

Experience supporting a CEO, executive office, Board of Directors, or Human Resources function.
Experience handling confidential information and working with multiple levels of an organization.
Experience providing administrative support in a human resources environment.
Experience with HR systems, databases, or other administrative software.

Responsibilities

Coordinate meetings, events, appointments, speaking engagements, and strategic planning sessions for the President & CEO.
Manage the CEO’s calendar, including scheduling, preparation, and follow-up.
Prepare and manage CEO communications, agendas, presentation and briefing materials, and follow-up action items.
Support executive correspondence, credit card reconciliation, travel planning, mileage logs, and expense documentation.
Monitor deadlines, commitments, and action items, ensuring follow-through and bringing matters requiring executive attention to the CEO.
Coordinate Board of Directors meeting logistics, onboarding, materials, communications, and post-meeting follow-up.
Assist the CEO in preparing for leadership and Board meetings, community engagements, and other high-priority organizational activities.
Maintain confidential executive records and information with discretion.
Identify opportunities to improve organization, communication, and follow-through, and anticipate administrative needs.
Coordinate communication and logistics among the CEO, internal leadership, Board members, and external stakeholders.
Coordinate special projects and administrative assignments on behalf of the CEO.
Provide administrative and organizational support to the CHRO for daily HR activities, departmental priorities, and assigned projects.
Coordinate HR-related meetings, appointments, interviews, and other administrative activities.
Prepare, format, track, and organize HR documents, reports, presentations, correspondence, and communications.
Support posting positions using an Applicant Tracking System while protecting confidential employment information.
Schedule and coordinate logistics for employee meetings, training, orientations, and other HR activities.
Support employee communications, HR projects, and organizational initiatives as directed by the CHRO.
Track HR deadlines, projects, forms, and follow-up items.
Assist with onboarding and offboarding, including scheduling, employee changes, documentation, materials, and coordination with appropriate departments.
Coordinate pre-employment background checks, track completion, maintain documentation, and communicate 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.
Handle confidential employee and organizational information with discretion and professionalism.
Coordinate cross-departmental initiatives, projects, meetings, and events only as assigned or approved by the CEO or CHRO, and refer other leaders’ requests to them for approval and prioritization.
Prepare confidential documents, presentations, spreadsheets, and reports; track assignments, deadlines, correspondence, and follow-up.
Arrange meeting and event logistics, including space, supplies, technology, and refreshments, and maintain professional, welcoming interactions with employees, Board members, community partners, vendors, and other stakeholders.
Perform other OFS duties and special projects that support organizational needs.