Executive Assistant - GREATER CHICAGO FOOD DEPOSITORY

GENERAL DESCRIPTION:   

Supports the CEO and COO by providing high-level administrative support, including managing complex schedules, coordinating meetings, handling travel arrangements, preparing reports, supporting board of directors’ responsibilities and managing communications. The Executive Assistant may also support project management, employee event planning, and strategic initiatives. 

KEY RESPONSIBILITIES AND ESSENTIAL FUNCTIONS: 

• Proactively manage and optimize the CEO and COO's calendars, including scheduling and confirming meetings, and ensuring they are well-prepared for all engagements. 

• Work with internal departments to ensure the CEO is aware of and prepped for visitors to the facility in advance. 

• Coordinate and manage travel arrangements, including booking flights, accommodations, and ground transportation, preparing detailed itineraries and support expense reporting. 

• Prepare and edit correspondence, communications, presentations, and other documents. 

• Handle incoming and outgoing communications, including emails, phone calls, and mail, and prioritize and respond as appropriate. 

• Assist in the preparation and follow-up of meetings, including drafting agendas, taking minutes, and tracking action items. 

• Support the planning and execution of company events, large employee meetings, donor engagements, board meetings, and other high-profile engagements. 

• Conduct research and compile data to support the CEO and COO in decision-making processes. 

• Manage special projects and initiatives as assigned by the CEO and COO. 

• Maintain confidentiality and exercise discretion in handling sensitive information. 

 
Board Responsibilities: 

• Coordinate board meetings, including drafting agendas and correspondence (reports and financial data), communicating needs and deadlines to relevant staff members, managing meeting logistics, posting meeting documents in advance of meetings, and preparing meeting minutes. 

• Support board committee (Finance, Audit, Board Development) meetings, including working with staff leads on scheduling, communication, and follow-up tracking. 

• Minimum of five years of experience supporting C-Suite executives, with a proven track 
  record of managing complex schedules and high-level administrative tasks. 

• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant 
  software. 

• Excellent communication (verbal and written) and interpersonal skills. 

• Strong organizational and time management skills, with the ability to prioritize and manage 
  multiple tasks simultaneously. 

• High level of professionalism, discretion, and confidentiality. 

• Ability to work independently and as part of a team, with a proactive and flexible approach 
  to work. 

•  Professional certification is a plus. 

EXPOSURE: 

• General office environment; limited exposure to warehouse environment 

• Interacts with Food Depository leadership team, board members, staff, volunteers, and vendors.