Executive Assistant to the CEO

Second Harvest Food Bank of Middle Tennessee

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Job Summary

The Executive Assistant provides executive support in a one-on-one working relationship to the President and Chief Executive Officer (CEO). This position serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. This position also serves as a liaison to senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. Executive Assistant to the CEO must be creative and enjoy working within an entrepreneurial environment that is mission-driven, results-driven, and community-oriented. The ideal individual exercises good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. Must work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. This position supports and fosters our deep commitment to diversity and inclusion, which is the foundation for creating a culture of belonging for all personnel. 

Job Responsibilities

Executive Support:

• Completes a broad variety of administrative tasks for the President & CEO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates, and ensures the CEO’s schedule is followed and respected. Provides “gatekeeper” and “gateway” roles, creating win-win situations for direct access to the CEO’s time and office.
• Communicates directly, and on behalf of the President and CEO, with Board members, donors, volunteers, staff, and others, on matters related to the CEO’s programmatic initiatives.
• Researches, prioritizes and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the President’s office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense of the issues taking place in the environment and keeping the President updated.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the President, some of which may have organizational impact.
• Completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, presentations, and other tasks that facilitate the CEO’s ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, and proactively, and follows through on projects to successful completion, often with deadline pressures.
• Works closely with Board Liaison as needed and fills in should the need arise.

Senior Management Liaison:

• Participates as an adjunct member of the Leadership team including assisting in scheduling meetings and attending meetings as identified.
• Assists in coordinating the agenda of Leadership team meetings and off-site, and all-staff meetings.
• Facilitates cross-divisional coordination of travel and outreach plans.

Communications, Partnerships, and Outreach:

• Ensures that the President’s bio is kept updated and responds to requests for materials regarding the President and the organization in general.
• Edits and completes first drafts for written communications to external stakeholders.
• Manages communications and presentations for all Town Hall/all-staff gatherings.
• Ensures that all appropriate external engagement gets captured in NXT.

Strategic Initiatives:

• Works with the specified team members and external consultants in coordinating the President’s outreach activities.
• Follows up on contacts made by the President and supports the cultivation of ongoing relationships.
• Edits all and creates acknowledgment letters from the President to donors.
• Manages strategic planning process, smartsheets tracking, and ongoing reporting and progress updates.

Office Management and Front Desk Supervision

• Manages front desk coordinator and ensures that all responsibilities are executed at a high level and with hospitality and kindness that is expected by all staff.
• Purchases and maintains an inventory of necessary break room and office supplies – fulfilling individual requests and maintaining supplies for general use and consumption.
• Coordinates with front desk staff weekly relief support to the front desk coordinator, including the recruitment of volunteer support.
• Coordinates inventory of Second Harvest Food Bank branded merchandise.

Qualifications

Education: Bachelor’s degree required.

Experience: 5+ years of experience supporting C-Level Executives, preferably in non-profit organizations. Experience and interest in internal and external communications, partnership development, and fundraising.

Skills & Capabilities:

• Strong ability to execute work with a diversity, equity, and inclusion lens.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Expert-level written and verbal communication skills.
• Expert proficiency with Microsoft Office and desktop publishing software: ability to design and edit graphic presentations and materials.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity.
• Make appropriate, informed decisions regarding priorities and available time.
• Highly resourceful team player, with the ability to also be extremely effective independently.
• Handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Achieve high-performance goals and meet deadlines in a fast-paced environment.
• Forward-looking thinker, who actively seeks opportunities and proposes solutions. 

Competencies: Coaching and developing others, Result orientation and execution, Quality improvement, and Project management.

Other requirements: Our pre-hire process requires acceptable results from the following: professional reference feedback, criminal background, and Motor Vehicle Record. A current Driver’s License and automobile insurance are also required. Criminal backgrounds are evaluated on a case-by-case basis considering several factors (timing, frequency, severity, and job relation).

Additional Information

Benefits

How to Apply

Online: employment application on our website: secondharvestmidtn.org/job-opportunities. Resumes and cover letters can be uploaded with applications on the website as well. 

Details

• Date Posted: July 3, 2024
• Type: Full-Time
• Job Function: Administrative
• Service Area: Social / Human Services
• Working Hours: M-F, 8:00 AM - 4:30 PM