Hybrid Executive Administrative Associate bei The Greater Boston Food Bank

GBFB Overview 

Through the compassion and commitment of our supporters, staff, partners and volunteers, The Greater Boston Food Bank (GBFB) takes a bold, innovative and multi-pronged approach to achieve our mission to end hunger here. GBFB is the largest hunger-relief organization in New England and among the largest food banks in the country. We are committed to increasing our food distribution to provide three meals a day to every person in need in Eastern Massachusetts while supporting healthy lives and healthy communities. Our progress toward this goal is documented by town on our interactive map.

The Greater Boston Food Bank is a member of Feeding America, the nation’s largest hunger-relief organization.

Through compassion and action, together we can create a hunger free Eastern Massachusetts.

GBFB Team Members will support the Mission to End Hunger Here. They will live our Team Member Values of Team Member Wellbeing, Teamwork, Diversity Equity and Inclusion, Respect, Trust and Our Eastern Massachusetts Community.

GBFB Core Competencies

GBFB Core Competencies summarize the capabilities that are important across all jobs and that we believe collectively contribute to GBFB’s overall success. We believe they support our mission and our values. At the same time, the expected behaviors as they relate to Core Competencies may vary according to the specific job duties, requirements, and level within the organization. Core Competences are usually interpersonal and strategic and are at the heart of how we do our work.

The GBFB Competency Framework focuses on six Core Competencies:

· Contributes to a High Performing Team

· Builds a Shared Commitment

· Empowers Others

· Drives Continual Improvement

· Communicates Collaboratively

· Displays Authenticity and Transparency

Affirmative Action/EEO statement

GBFB provides equal employment opportunities to all Team Members and applicants for employment without regard to race, creed, color, religion, national origin, citizenship status, gender, sexual orientation, marital status, age, disability, handicap, genetic information, protected veteran status or any other characteristic protected by applicable federal, state, and local laws. This applies to all terms and conditions of employment, including but not limited to hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, benefits, and training.

No Team Member or applicant will be subjected to harassment, intimidation, threats, coercion or discrimination because they have engaged in or may engage in any of the following: (1) filing a

complaint of employment discrimination; (2) assisting or participating in an investigation, compliance review, hearing, or any other activity related to the administration of any federal, state or local law requiring equal opportunity; (3) opposing any act or practice made unlawful by any federal, state or local law requiring equal opportunity; or (4) exercising any other right protected by any federal, state or local law requiring equal opportunity.

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

GBFB is considered an essential response organization in times of disaster. As such, Team Members are expected to report to GBFB locations as required, after securing the safety of their families, and may be asked to perform duties that are critical (but outside of their regularly assigned duties) in times of disaster.

Job Title: Executive Administrative Associate to the Chief Advancement Officer and Chief Human Resources and Administration Officer

FLSA Classification: non-exempt (hourly)

Position Summary

Reporting to the Chief Advancement Officer, this Executive Associate (‘EA’) position supports the Chief Advancement Officer and the Chief Human Resources & Administration Officer with a diverse range of critical, time sensitive executive administrative functions and computer-oriented technical functions on a fast-paced basis. The EA should be motivated, professional, courteous, and consistent, with a close attention to detail and timelines. The EA should possess strong written, verbal communication, and computer software skills.

Position Essential Duties and Responsibilities for both Executives

· Manage calendar and travel scheduling, including but not limited to: prioritizing, scheduling, planning, organizing internal and external meetings, and resolving schedule conflicts on a timely basis

- Manage the interaction, correspondence and workflow between and among members of boards, other volunteers, donors and prospective donors, vendors, and internal partners

· Manage executive files (paper/electronic) for both Executives

· Manage the notarizing and sharing of documents via certified mail as needed

· Produce timely, accurate, and consistent letters, minutes, memos and agendas

· Perform light administrative functions including but not limited to: meeting registration, expense report management, travel planning, and invoice approval/review

· Create high quality presentations for meetings of Board of Directors, Board of Advisors, fundraising committees, and internal partners

· Arrange for meeting materials preparation, catering, and room setup and restoration as needed

- Greet and welcome visitors to GBFB including members of the Board of Directors, Board of Advisors, or fundraising committees, donors, prospective donors, vendors, and other external constituencies. 

· Coordinate and attend Board Committee meetings as assigned, supporting presentation delivery during those meetings. The incumbent may be called upon to take and transcribe meeting notes in the form of minutes

· If required, attend other meetings and accurately take and transcribe meeting notes in the form of minutes, often early in the morning but may include evening meetings

· Collaborate with other Executive Administrative Associates and provide administrative backup as necessary and take direction from other Executive Leaders as appropriate

· Other duties as assigned

Knowledge, Skills and Abilities

· Excellent written, oral and interpersonal skills

· Digital competency, including demonstrating proficiency in Microsoft (MS) 365 tools including MS Office, SharePoint, and Teams

· Experience and facility with ADP, Salesforce, NetSuite, Teams Meeting and Zoom Phone administration (or similar platforms), and other workplace tools.

· Excellent organizational skills, strong prioritization skills and irrefutable attention to detail.

· Experience building and fostering relationships across business functions

· Ability to prioritize and be proactive

· Excellent customer service skills; and a positive and instructive phone manner

· Detail oriented with sensitive tasks on a consistent basis

· Ability to multi-task, work under pressure and meet deadlines required

· Must be a flexible team player

· Proven ability in business writing and critical thinking skills

Mandatory Education and Experience

· Three to five years of experience as a high-level Executive Associate with excellent customer service skills

· High School diploma required; Bachelor’s degree preferred

· Highly organized with demonstrated ability to multi-task and prioritize

· Excellent to advanced proficiency with large document creation and management, spreadsheets, and presentations in MS Office, Adobe XI, and Salesforce.com. (styles, formulas, macros, pivot tables)

· Excellent skills with Adobe Suites presentation and graphic management

· Ability to manage confidential information and sign non-disclosure agreement

· Ability to work both independently and in a team environment as a flexible team player

· Interest and commitment to GBFB’s mission to “End Hunger Here”

Work Environment/Physical Demands:

· Ability to sit a minimum of 3 hours

· Lift up to 25 lbs.

· Valid driver’s license

Travel required

· Occasional local travel

- Must be a primary resident of Massachusetts, Rhode Island or New Hampshire