Executive Assistant to President and CEO & Board Liaison

Description

Title: Executive Assistant to President and CEO & Board Liaison Job Group Category: Exempt Type: Full-Time

Unit: Administration Schedule: Mon-Fri, occasional weekends Hours: TBD

Direct Reports: No Reports to: President and CEO 

About Feeding Northeast Florida:

Feeding Northeast Florida (FNEFL) is the region’s largest nonprofit (501c3) food bank and hunger relief network. FNEFL provides nutritious foods and other essential goods to those in need and strives to improve the quality of life for people living in and around Northeast and North Central Florida by addressing food insecurity, poverty and poor health. Alongside out network of food distribution, agency and community partners, the Food Bank provides food resources and hope to help all people living in our 12-county service area (Alachua, Baker, Bradford, Clay, Duval, Flagler, Gilchrist, Levy, Nassau, Putnam, St. John’s and Union) who struggle to feed themselves and their families. Feeding Northeast Florida works daily to find solutions to address the issues of food insecurity and poverty through awareness, advocacy, education, and action in ways that promote dignity, respect and empowerment. For more information, visit www.feedingnefl.org

Position Summary: 

The Executive Assistant will support the President & CEO to maximize his/her workflow, effectiveness, efficiency and time management. Serves as the Board Liaison and supports staff functions. This is a special opportunity to work closely with the best-in-class leadership of a dynamic not-for-profit company with strong brand equity and an equally strong mission and gain broad exposure to each of the functions of this organization.

Principal Duties and Responsibilities:

• Manage workflow of the President & CEO
• Manage President & CEO’s calendar to maximize efficiency and collaboration
• Manage task list that is prioritized by President and CEO and include in daily review.
• Prepare and present daily (morning) review of calendar and staff updates, priority checklist, deliverables, etc.
• Maintain situational awareness about all events at FNEFL, ensuring the President & CEO is properly engaged
• Maintain situational awareness about events outside of the FNEFL that could impact the President & CEO. (Parallel/partner organization calendar of events)
• Ensure President & CEO is prepared for meetings and engagements in a timely manner to include pre-briefs and supporting documentation (presentations, bios, etc.)
• Ensure in-house meetings are ready to start on time and ensure CEO is on time for all meetings
• Manage all aspects of guests of President and CEO including welcoming, screening, providing refreshments, and printed welcome packets, etc.
• Ensure that staff is prepared to meet with the President & CEO (brief staff on support materials)
• Draft, proof, prepare for signature and mailing, and archive letters for President & CEO’s signature
• Review all written correspondence prepared for President & CEO and ensure documents are ready for review
• Track follow up communications and flag important emails and communications that are time sensitive and require immediate follow-up
• Distribute all incoming and outgoing office mail for President & CEO
• Manage President & CEO’s marketing email account and task actions appropriately
• Coordinate President & CEO’s travel
• Prepare monthly expense reports for President & CEO; Assist the Finance Department in compiling annual President & CEO submission with monthly expense reports for Board of Directors review
• Coordinate and schedule all FNEFL team meetings and manage the logistics involved to include invitations, material preparation, conference room reservation and physical set up, virtual and IT set up for meeting
• Other duties in support of the President and CEO as assigned
• Staff Support
• Ensure all organization meetings are scheduled and completed including:
• 1:1 Regularly Scheduled Meetings 
• Leadership and Director/Manager Level meetings
• All-Staff meetings
• Strategic planning process

• Create, update, maintain and store organizational documents to include master calendar, organizational chart, staff telephone directory, staff binder and other documents as needed
• Distribute all requests received via the internet/website to appropriate staff/departments and track completion
• Print, track and scan all letters signed by the President & CEO
• Assist staff in scheduling meetings with multiple attendees of the organization, including meetings not attended by President & CEO
• Ensure all position descriptions are updated annually and stored on SharePoint
• Maintain admin storeroom inventory – ensure office and correspondence supplies are adequately stocked
• Assist with full-time “on-boarding” of new staff – office supplies, welcome binder, schedule on-boarding briefs with full-time staff, and ensuring office is ready
• Liaison with Copier/Printer company for service
• Events - assist with emailing invitations, assist at registration and other duties as needed

Board Liaison

• Main staff liaison with Board members - Effectively communicate and coordinate Board and Committee participation with members of the Board of Directors in verbal and written correspondence
• Organize and execute all Board and Committee meetings and events
• Create meeting(s) timeline, prepare, and distribute meeting notifications, agenda materials, managing all correspondence around meeting execution
• Create and coordinate with assigned staff to prepare and deliver Board and Committee materials
• Coordinate execution of online and in person meetings including virtual invitations and printing contents for all in person Committee and Board Meeting attendees
• Record Board and Committee meeting minutes and manage approval process
• Prepare, coordinate, maintain and store all documents related to the functions of the board of directors, including but not limited to:
• Board and Committee meetings and calendar invitations
• Board Policy Manual
• Board and Committee minutes and deliverables

• Board Rosters and Committee Assignments
• Onboarding of new Board members
• Maintain new Board member onboarding binder
• Coordinate biography posting and social media announcement with web manager
• Coordinate new Board member briefing by key staff
• Other duties as assigned

Job Qualifications:

• Minimum 5 years related, executive-level support experience
• Experience managing & scheduling in a fast-paced environment
• Excellent interpersonal as well as written and verbal communications skills
• Detail-oriented and enjoy working in a very fluid environment
• Ability to prioritize among many competing deadlines
• Ability to work independently with minimal supervision
• Proven planning and problem-solving ability
• Sense of initiative and urgency in the completion of assigned tasks
• Proficiency with Microsoft 365, including Outlook, Word, PowerPoint, and Excel and Adobe Suite
• Ability to maintain confidentiality

Work Environment:

This position is in an office/warehouse environment and requires a flexible schedule and travel to accommodate occasional FNEFL events. Work is primarily performed indoors with occasional exposure to various weather conditions. In instances of a federal, state, or local declared emergency, FNEFL is typically considered an essential service and emergency responder; all employees may be called in to perform regular or emergency duties.

Physical Demands:

The ability to perform the following physical activities are necessary in the performance of this job: Sit and use a computer for long periods of time; use a computer to accomplish the duties of the position (including typing and seeing); read and write in English; think strategically, communicate expectations, and establish priorities. The physical demands and work environment characteristics described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions. The above job description is not an exhaustive list of duties, responsibilities, and skills of the position. Incumbents will follow any other instructions and perform other related duties assigned by their supervisor.

Equal Opportunity Employer:

Feeding Northeast Florida provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, genetics, sexual orientation, gender identity, or gender expression.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

Requirements

Job Qualifications:

•  Minimum Knowledge, Education, and Work Experience 
• Bachelor's degree in Business Administration or equivalent 
• At least 2-3 years' experience in administration or equivalent
• High level of proficiency in Microsoft Excel, Word, Outlook, and PowerPoint
• Desire to grow and take on new responsibilities 
• Background screening and drug test 
• Valid driver's license and insurance 
• Notary Public — desired, but not minimum 
• Specific Knowledge, Skills, and Abilities 
• Highly developed oral, written, and advanced computer skills 
• Must have attention to detail and high level of accuracy 
• Ability to work well with others 
• Sensitivity, tact, diplomacy, and the ability to honor confidentiality 
• Excellent planning and organizational skills 
• Ability to work in a warehouse environment with background noise and interruptions Ability to handle multiple priorities and work independently 
• Genuine appreciation of Feeding Northeast Florida's mission and ability to communicate it 

Job Specifications (Work Environment):

Office and warehouse environment