Executive Assistant

Community Food Bank of Eastern Oklahoma•Tulsa, OK

9d•Onsite

About The Position

The Executive Assistant will support the President/CEO, Chief of Staff and the executive leadership team by ensuring that various administrative and executive functions run smoothly. The Executive Assistant will exercise strong communications skills and collaborate with other team members and serve with a level of professionalism and confidentiality. To be successful in this job, you will have strong organizational, problem-solving, and analytical skills, excellent written and verbal communication skills and be proficient in MS Office Suite. A background in non-profits is a plus, but not required.

Requirements

High school diploma/GED required; bachelor's degree preferred
3-5 years of related work experience required; highly qualified candidates have 5+ years of related work experience
Experience as an administrative assistant; executive support experience preferred
Excellent Microsoft Office Suite – Outlook, Word, and Excel
Excellent people management skills
Excellent organizational and time management skills
Excellent written and verbal communication skills

Responsibilities

Primary support for the President/CEO and Board of Directors. Functions include scheduling; reviewing, prioritizing, and responding to emails; returning phone calls; organizing documents; maintaining records; taking notes at meetings and any other administrative tasks that help the team perform their jobs
Provide superior customer service as the primary point of contact for matters pertaining to the President/CEO
Partner with internal and external teams to coordinate outreach, special projects and competing demands for the time of the President/CEO.
Function as the President/CEO’s time and priority manager to ensure effective and efficient scheduling of time and resources
Manage the President/CEO’s internal and external schedule of appointments, including arrangement and confirmation of travel plans, itineraries, coding and processing receipts, and meeting agendas
Maintain the executive office files and FBEO records including corporate and real estate records
Obtain, print, and provide the President/CEO with all necessary materials for meetings
Assist with internal and external tasks in collaboration with the President/CEO
Assist President/CEO and executive team members in coordinating signatures for contracts and agreements
Schedule and plan staff events and meetings
Enter records of President/CEO’s interactions with donors in the FBEO donor database
Respond to internal and external requests for materials on behalf of the President/CEO
Coordinate all tasks related to Feeding America and other related institutions, including Audits, reporting etc.
Manage the planning and scheduling for Board of Directors meetings, including preparation and distribution of agendas, minutes, reports, and necessary items requiring board oversight
Build trust and rapport with board members by maintaining discretion and confidentiality
Assist board members with the renewal of their annual forms to ensure files are updated and accurate to comply with various compliance requirements
Ensure compliance with Feeding America requirements, bylaws and charters regarding board and board committee matters, including advanced distribution of meeting materials, storage of materials, minute taking/distribution, and reporting requirements
Participate in activities to gain exposure to various aspects of organization and participate in coaching and professional development from other members of the team
Be familiar with research related to food insecurity and social determinants of health
Become active in the Feeding America network by joining groups and attending trainings through the network