Executive Assistant Special Projects

Job Description

Job Description

Description:

Second Harvest Food Bank of North Central Ohio, a non-profit organization, grows hope in our region by creating pathways to nutritious food. Second Harvest secures and distributes nearly 12 million pounds of food and grocery products annually and works in partnership with 127-member partner charities and 10+ school districts, including food pantries, hot meal programs, emergency shelters, mobile pantries, senior food delivery, food is medicine and after-school programs throughout Crawford, Erie, Huron and Lorain counties.

The Executive Assistant & Special Projects serves as a strategic partner to the President & CEO and the Board of Directors. This position plays a vital role providing high level administrative, communications and organizational support to the organization. As Board Liaison, the role organizes all Board and Committee activities, including scheduling, preparing meeting materials, maintaining Boardable records, and accurately recording minutes.

Job Responsibilities:

Administrative Support

· Provide high-level administrative support to the President & CEO.

· Manage calendars; schedule in-person and virtual meetings; ensure preparation of meeting materials; arrange travel; monitor incoming calls and take accurate messages.

· Prepare ad-hoc reports and develop executive-level presentations using Microsoft Office applications.

· Draft and manage professional written communications, including emails and letters.

· Coordinate with the leadership team and External Affairs to ensure the President & CEO’s participation—or appropriate organizational representation—at events and speaking engagements.

· Assist in scheduling meetings for the leadership team and community stakeholders as needed.

· Complete special projects as assigned.

Internal Communications

· Produce a bi-weekly internal e-newsletter for the President & CEO, gathering information from all departments (events, updates, birthdays/anniversaries, etc.).

· Coordinate team events (monthly lunches, summer gatherings, and others as assigned).

· Facilitate internal communication by distributing information, scheduling presentations, sending reminders, and posting or delivering materials as needed.

· Schedule monthly All-Team meetings and prepare agendas in advance.

· Support scheduling and preparation for leadership meetings, including securing locations and assembling materials.

· Maintain staff hire dates and anniversaries; organize birthday and anniversary acknowledgments; coordinate the monthly “shout-out” drawing.

· Support the annual employee engagement survey in partnership with the Director of Business Services.

Board Liaison

· Organize and coordinate schedules, agendas, and materials for the President & CEO, Board, and Board Committee meetings.

· Prepare Board meeting and Committee materials; record and transcribe meeting minutes.

· Schedule new Board member orientations and maintain up-to-date orientation materials.

· Maintain Board member profile and meeting schedules in Boardable; ensuring timely posting of all documents.

· Support Committee chairs and staff by scheduling Committee meetings and uploading agendas and documents into Boardable.

· Assist with Board-related events, including retreats, training sessions, service days, and other activities.

Reporting & Meeting Requirements

· Complete and distribute Board and Committee meeting minutes promptly for review.

· Prepare the Board packet in Boardable at least five (5) business days before meetings, including dashboards, minutes, department reports, financials, and other required documents.

· Attend all Board and Committee meetings (in-person and via Zoom).

· Attend All-Team meetings and weekly update meetings.

· Meet weekly with the President & CEO to align priorities and review upcoming work.

General

· Uphold the values and mission of Second Harvest at all times.

· Display courtesy and respect at all times to Second Harvest employees, volunteers, donors, member agencies and the general public.

· Maintain confidentiality in all matters pertaining to Second Harvest.

· Answer general phone calls and refer to correct person/department as needed.

· All other duties as assigned.

Salary Range = $45,000 - $52,000 commensurate with experience.

Qualifications:

· Excellent organizational, written, verbal, and telephone communication skills.

· Strong attention to detail and commitment to accuracy.

· Proven ability to manage multiple projects and meet deadlines.

· Proficient in Microsoft Office; experience with Slack, SharePoint, and Zoom preferred.

· Ability and willingness to attend occasional evening or weekend meetings/events.

Education / Training:

· Associate’s Degree and/or two years equivalent experience in a related field.

· Prior experience in a nonprofit organization with the Board is preferred.

· Certified in CPR/AED & First Aid every two years (training provided).

· Food Safety & Civil Rights Training for Food Service (training provided)

Physical Requirements and Working Conditions:

· General office environment.

This is a full time, benefits eligible position, Monday – Friday 8:00am – 4:30pm; Exempt Status;