Executive Assistant to Chief Executive Officer - Hot Bread Kitchen LTD

Executive Assistant to Chief Executive Officer

ABOUT HOT BREAD KITCHEN

Hot Bread Kitchen’s mission is to create economic opportunity for women and gender-expansive people, immigrants, and people of color through culinary skills training, high-quality job placement, food entrepreneurship programs, small business guidance, and an ecosystem of support, utilizing New York City’s vibrant food industry as a catalyst for change.  

THE OPPORTUNITY

Hot Bread Kitchen is seeking a dynamic and experienced Executive Assistant to support the Chief Executive Officer of our growing nonprofit organization. This pivotal role involves meticulous calendar management and thorough preparation and follow-up for the CEO's nearly full schedule of meetings. The successful candidate will also manage all aspects of our Board of Directors meetings, including drafting of minutes for all meetings, requiring excellent writing skills and a high level of attention to detail. A personable manner with a customer service focus is essential. Ideal candidates will have experience as an Executive Assistant for a busy CEO, and will have previously supported a for-profit or not-for-profit Board of Directors. The successful candidate will thrive in Hot Bread Kitchen’s fast-paced, entrepreneurial, and collaborative culture.

General Responsibilities:

• Provide outstanding administrative and organizational support to the CEO and, as needed, the other members of the Executive team.

• Manage the CEO’s calendar, which includes a high volume of internal and external meetings.

• Manage all conference and travel logistics primarily for the CEO and for other staff, as needed.

• Lead administrative aspects of all Board meetings (approximately 25 per year; at least 4 in person) including preparation, document finalization and dissemination, and drafting and finalization of minutes in the format utilized by the organization.

• Prepare and deliver high-quality reports and briefings to senior leadership.

• Organize staff meetings with the CEO, take notes and handle follow up.

• Manage the CEO’s communication and correspondence as needed.

• Closely collaborate with all teams to ensure full preparation for visits and events, including meeting plans and runs of show; take lead on preparation, planning and runs of show for CEO events.

• Process invoices and other administrative tasks for the CEO.

• Perform special projects for the CEO or other teams, as needed.

• Handle confidential information in a sensitive manner.

• Utilize Slack, Asana, Google suite, and Salesforce to conduct daily work responsibilities

Qualifications:

• Must have experience managing an executive calendar with a high volume of meetings.

• Experience supporting a Board of Directors (corporate or non-profit) highly preferred.

• Must have exceptional written and verbal communication skills.

• Experience with staffing events, including to support an executive’s involvement in the event (e.g., creating meeting plans, providing support with talking points, ensuring follow up such as thank yous and required next steps, etc.), highly preferred.

• Strong interest in the mission of Hot Bread Kitchen and a desire to contribute to the positive impact of our organization.

• Must be efficient and fast-paced with excellent time management skills; must have the ability to effectively balance multiple tasks with competing priorities in a fast-paced environment.

• Must have a sense of ownership for one’s work, proactive in following up on details, anticipating issues, and closing the loop on all requests.

• Must have the ability to exercise discretion when managing confidential information, working across multiple teams and functions.

• Must be teamwork oriented but with ability to work independently with minimal guidance.

• Proficiency in Asana, Salesforce, Slack and Google office solutions is preferred.

Competencies:

• Collaboration - Works with others to achieve common goals and desired results. Connects with people from many different backgrounds. Finds and creates opportunities to deepen connections and build authentic, mutual relationships with [teammates, donors, members, families] across lines of difference, such as race or other identities. Welcomes viewpoints that differ from your own, and manages discomfort when people express themselves in ways that aren’t familiar to you.

• Detail oriented - verifies important details, ensures there are no surprises or gaps in needed information, has the ability to think a few steps ahead to answer potential questions about the data or project. Aims to leave things better than you found them. Checks work with others, plans time to review for errors and probes one’s own thinking. Addresses errors quickly and learns from them. Looks for ways to prevent similar errors.

• Writing skills - Exhibits excellent writing and grammar skills, including the ability to write concisely, clearly and logically. Reviews writing for errors and inconsistencies.

• Problem solving - Exhibits resourcefulness. Anticipates problems, develops solutions, and course-corrects when needed.Takes advantage of unexpected opportunities and addresses obstacles. Looks for the root of both simple and complex problems, in order to seek solutions. Approaches work with a spirit of “yes” and adapts as things change.

• Interpersonal relations - Exhibits respect and understanding of others to maintain professional relationships with peers and senior level management. Ensures trust and respect. Recognizes and owns one’s personal impact of their words and actions.

OUR VALUES

We are driven by a feeling of commitment to support our members, teammates, and partners as best as we can. Our culture of equity comes from the many cooks in our kitchen and the diversity of perspectives we each bring. We believe that respect goes a long way in making people feel welcome, accepted, and celebrated. We seek out opportunities for connection and become a stronger team by being in community and prioritizing candor over consensus. The pace of our work and velocity of change can be quick; our entrepreneurialism helps us take optimistic risks and pursue inventive solutions.

COMPENSATION & BENEFITS:

This is a full-time position and salary is commensurate with experience within the range of $75,000-85,000. Hot Bread Kitchen’s comprehensive benefits package includes health/vision/dental insurance (available from day one!), 401K contributions, 16 days of paid office closure (including holidays, and staff appreciation days) and a one week holiday break at the end of the year, flexible vacation time, generous sick and paid family leave, and sabbatical program (after 5 years). Our organizational culture is entrepreneurial, flexible, and civically-minded (learn more about our culture on hotbreadkitchen.org/careers). 

LOCATION AND TIME
This is a hybrid position and requires in-person presence at our Chelsea Market headquarters, as needed, for events and other meetings. Staffing of occasional after work events is required.

HOW TO APPLY

Applications must include a cover letter & resume and should be sent to TriNet Hire Applicant Tracking System. Please include “Executive Assistant to the CEO - Your Name" in the subject line. 

Please note applications sent via LinkedIn will not be accepted or reviewed. Due to the volume of applications, only completed applications sent via email will be considered.

Hot Bread Kitchen is an Equal Opportunity Employer and does not discriminate against applicants based on race, religion, color, disability, medical condition, legally protected genetic information, national origin, gender, sexual orientation, marital status, gender identity or expression, sex (including pregnancy, childbirth or related medical conditions), age, veteran status or other legally protected characteristics. Any applicant with a mental or physical disability who requires an accommodation during the application process should contact hr@hotbreadkitchen.org to request such an accommodation.