EXECUTIVE ADMINISTRATIVE ASSISTANT

Northern Illinois Food Bank is looking for an Executive Administrative Assistant with proven background and experience in providing administrative support to an executive role, or a team of executives. If you possess a high level of personal initiative, attention to detail and have a passion for the Food Bank’s mission, then you may be the person we are looking for.

GOAL
The Executive Assistant is a motivated and capable team member whose primary responsibility is to support the needs of the President & CEO of Northern Illinois Food Bank. This position also serves as a liaison to the Board of Directors and senior management team.  This individual provides high-level administrative support to company executives as directed by CEO, by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, managing general office space, presentation materials, receiving visitors, arranging conference calls and scheduling meetings for executives.  The ideal individual will enjoy working within an environment that is mission-driven and community oriented. They will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, along with the ability to maintain a realistic balance among multiple priorities. This position offers a unique opportunity to play an important role in the Food Bank’s strategic plan for closing the meal gap in the service area, while working with senior leadership in a fast paced, dynamic environment.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Provide general administrative support to advance the organization and manage  daily operations of the President/CEO
• Organize, initiate and manage calendar invites for both internal and external meetings
• Weekly expense reporting, invoicing and travel arrangements
• Develop and Run reports as requested on organizational performance
• Communication with executive level donors and team members via phone, email, and handwritten correspondence
• Meeting preparation, including printing documents, arranging office space, etc.
• Play an active role in a truly collaborative environment, sharing in the team's creativity, strategic thinking, comradery, donor-focus, and commitment to organizational goals and priorities
• Provide support to the organization at Board meetings and key events as directed by President/CEO
• Flexibility to perform tasks assigned outside of job description

MINIMUM QUALIFICATIONS
An Associate’s degree is required along with four (4) or more years of experience as an executive assistant. Must be extremely organized, detail-oriented with the ability to work on multiple projects with minimal supervision, and able to work in a fast paced environment with strong customer service and time-management skills. Preference will be given to candidates with exceptional written and verbal communication skills. Ability to work as a team member cross functionally, supporting department goals and proficiency in Microsoft Office software required. Raisers Edge knowledge a plus.  Reliable transportation is required.

ESSENTIAL FUNCTIONS
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Type reports, memos, letters and other documents using word relevant computer software.
• Greet visitors and determine whether they should be given access to specific individuals.
• Record, type and distribute meeting minutes.
• Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Perform general office duties such as ordering supplies and maintaining records.
• File and retrieve organizational documents, records and reports.
• Open, sort and distribute incoming correspondence, including faxes and email.
• Make travel arrangements for CEO/executives.

COMPETENCIES

Communication Proficiency
Time Management
Collaboration Skills
Personal Effectiveness/Credibility
Flexibility
Technical Capacity
Stress Management/Composure

PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

POSITION TYPE AND EXPECTED HOURS OF WORK
This is a full-time, non-exempt hourly position; Monday through Friday, with occasional evenings and weekends

TRAVEL
Less than 10%; there may be occasional local day travel.

SALARY & COMPENSATION
Starting pay $42,000 per year.

HOW TO APPLY:

https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=6ac1a532-45ab-4da8-a5e0-43f6354b15ee&jobId=245564&lang=en_US&source=CC3&ccId=19000101_000001