Executive Assistant & Administration Manager

Position Title: Executive Assistant & Administrative Manager

Position Purpose

Provides professional administrative support and operations management for the Chief Executive Officer and Executive Team (Chief Operating Officer, Chief Financial Officer and the Chief Philanthropy Officer). Areas of responsibility include but aren’t limited to: liaison between executives and internal/external partners; scheduling and maintenance of assigned calendars, appointments and meeting agendas; managing executive travel and logistics; managing confidential documents storage and protection; managing and/or assisting with special projects by providing research, coordinating resources, tracking progress and generating needed reports; management of IT needs and serving as point of contact for technology vendor relationship; serving as corporate secretary for the Board of Directors.

Core Accountabilities and Essential Duties

1. Support to CEO and Executive Team (COO, CFO, CPO): Provide administrative support to the CEO and Executive Team. Ensure highest level of discretion in providing a wide range of executive and operational support including:

• Serving as first point of contact for requests of and to CEO. Handle communication and information flow, manage calendar, organize flow of work in and out of CEO’s office, prepare draft correspondence, make travel arrangements, compile expense reports, prepare meeting agendas and board books, compile and file reports and other requests that arise.
• Assist all Executive Team members with compiling & storage of agendas and minutes for various meetings as required.
• Help provide travel and logistics assistance to the Executive team members.
• Assist with projects as requested by Executive team members.
• Assist with food and beverage needs related to internal and external meetings.

2. Administrative Management

• Manage Administration department confidential documents storage and tracking on network systems.
• Manage and assist with management of projects by coordinating resources and tracking progress achieving deadlines.
• Conduct research for strategic projects.
• Provide reporting tools and related reports for Administration and Executive Team.
• Work with department heads to create and maintain a corporate calendar.
• Serve as internal IT contact for employee systems and questions. Duties include procurement, storage and tracking of hardware needs, assisting with network accesses and tools by working with IT vendor.

3. Board Support

• Schedule Board meetings ensuring all attendees have current calendar meetings & invites.
• Serve as Board Secretary by taking and logging minutes and managing agendas; provide complete Board meeting packets to attendees as directed by CEO.
• Provide current Board member listings and contact information.
• Provide travel and logistics assistance to Directors.
• Track Board policy library to ensure current documentation and scheduled reviews are done on time.

Education, Experience and Requirements

Successful candidates for this position must have 3-5 or more years of related experience in a professional-level environment, with a proven track record in managing confidential information with strong personal ethics and integrity. Secondary degree preferred. Must have valid driver’s license. Ability to travel statewide and flexibility to attend meetings and events in evenings and/or on weekends preferred.

Skills and Competencies

• Exhibits a high level of professionalism and a positive, solutions-focused attitude.
• Strong communicator that possesses excellent written, oral and interpersonal communication skills.
• High proficiency with Microsoft Office applications (Excel, Outlook, Word, PowerPoint) and ability to learn new technology quickly.
• Experience with Board support and interaction.
• Ability to work independently, take initiative and possess strong problem-solving skills.
• Strong skills in customer service, organizing, scheduling, planning and coordinating work.
• Ability to work in a fast-paced environment with multi-faceted demands and deadlines.
• Strong organizational skills and detail oriented, yet flexible with an adaptable personal style.
• Maintain strict confidentiality and high ethical standards.

The above statements are intended to describe the general nature of work being performed by people assigned to this position. They are not to be construed as an exhaustive list of responsibilities, duties and skills required of personnel in this position. The Great Plains Food Bank reserves the right to add, modify, change or rescind the actual duties, responsibilities, qualifications and work assignments as deemed appropriate and necessary, and to make reasonable accommodation so qualified employees can perform the essential functions of the position.

The only food bank in the state of North Dakota, the Great Plains Food Bank recovers food that otherwise would go to waste from a range of food industry partners and through its programs and services distributes it to those in need throughout North Dakota and Clay County, Minn. Working with volunteers, food and financial donors, community champions and advocates, we are committed to serving the people in our region each day. With your help, we can achieve our goal of a hunger-free North Dakota and Clay County, Minn.

Pay: $60000.00 - $70000.00 / year

Benefits:

• Paid time off
• Health insurance
• Dental insurance
• Vision insurance
• Disability insurance
• 401(k)
• 401(k) matching
• Referral program
• Paid training
• Mileage reimbursement

Job Type: fulltime

Schedule:

• Monday to Friday
• 8 hour shift

Education: Associate's degree

Work location: On-site