Executive Assistant at Connecticut Foodshare Inc

Description

Connecticut Foodshare is the food bank serving all of our neighbors across the state. Working with a strong network of community-based hunger relief programs, we help provide nutritious food as well as long-term, sustainable solutions to food insecurity. By joining Connecticut Foodshare, you will be part of a team that helps drive community awareness, garners support, leverages research, and engages volunteers, to realize our vision of a thriving community free of hunger.

Position Summary:

The Executive Assistant is a trusted and essential member of the leadership team who will work directly with the President & CEO, Chief of Staff, Executive and Senior Leadership team. The Executive Assistant is responsible for a variety of administrative tasks and is highly self-motivated, professional, independent, proactive, discreet and capable of managing their workload and prioritizing tasks in a fast-paced non-profit environment. This position has the opportunity to learn from and collaborate with individuals across the organization to foster a broad skillset and grow in their own professional development. This position will report to the Chief of Staff. 

Essential Duties and Accountabilities:

• Acts as the point of contact between President & CEO and internal/external demands.
• Using advanced critical thinking and problem-solving skills, solves complex problems; resolves issues satisfactorily within policies and requirements using multiple approaches as necessary to solve the problem.
• Tracks multiple tasks through to completion in a timely manner while independently adjusting priority levels as needed.
• Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel demonstrating strong understanding of priorities, organizational excellence, adaptability, and attention to detail. Maintains a working understanding of the contents of the executive's calendar by proactively gathering information, ensuring their ability to prepare the executive or answer their questions.
• Maintains a working knowledge of the organization and executives' needs and priorities by proactively seeking out information from key staff to support success in their work.
• Remains calm under pressure, address errors fully with minimal intervention and uses good judgement to involve others when mistakes have broader implications.
• Accurately conveys information that may be complex or detailed, 
• Handles executives’ requests and queries promptly and appropriately.
• Answers questions about items pertaining to the executive's schedule or projects within reason and follows through with identifying answers when information is not immediately available.
• Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information, initiating telecommunications with accuracy.
• Coordinates agendas, materials, scheduling and communications for the Board of Directors and its Committees with a high level of professional communication and presentation.
• Takes calls, takes messages, and routes correspondence appropriately.
• As appropriate, addresses caller concerns or issues to resolution.
• Maintains confidence and protects operations by keeping information confidential. 
• Facilitates meeting experiences by ensuring Executives are prepared and that spaces are arranged to receive visitors and facilitate successful engagement.
• Prepares reports by collecting and analyzing information. 
• Provides historical reference by developing and utilizing filing and retrieval systems, developing procedures and implementing processes that are documented and accessible to others.  
• Owns the office supplies inventory in alignment with budget and policies. 
• Responsible for ensuring the cleanliness and order of the office space. Including staff amenities.
• Ensures operation of equipment by working with vendors to complete preventive maintenance requirements, following manufacturer’s instructions, troubleshooting malfunctions, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques. 
• Provides clerical support and backs up reception duties intermittently 
• Provides administrative support to members of executive team. 
• Performs other related duties as assigned.  

Requirements

Minimum Education/Experience:

• Associates degree with 4+ years of experience as an Executive Assistant or position reporting directly to senior management OR 6+ years of progressively responsible experience in similar or related function.
• Proficient with Microsoft Office Suite, particularly Word, PowerPoint, Excel.

Preferred Education/Experience:

• Bachelor's degree in related field with 4+ years of progressively responsible experience in similar or related function OR 8+ years of progressively responsible experience in similar or related function.
• Experience working in a non-profit environment