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Executive Assistant
San Francisco-Marin Food Bank

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Executive Assistant

San Francisco-Marin Food Bank

Job Summary

Job Type
Full-time
Job Last Posted
Job posted 16 days ago
Job Role
Administrative Assistant, Executive Assistant
Employer's Industry
Nonprofit

Job Description

Are you a skilled Executive Assistant who believes in lending your skills to end hunger? If so, consider being an Executive Assistant for the San Francisco Marin Food Bank.

The SF Marin Food Bank is comprised of a dedicated team of approximately 150 staff working collaboratively to provide close to 50 million pounds of food to over 210,000 people in the Bay Area – a region where 1 in 4 people are at risk of hunger. We are currently looking for an Executive Assistant to help support the Executive Director of our organization. See job description below and apply today if you would like to join us in our mission to end hunger.

POSITION PURPOSE

To provide confidential executive administrative support to the Executive Director, Board of Directors, Chief Operating Officer and occasionally other senior staff members of the SF-Marin Food Bank.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Executive Director Support

Using discretion and confidentiality, complete a wide variety of administrative tasks including the following:

  • Schedule meetings and manage an active calendar of appointments.
  • Manage executive expenses and reporting.
  • Compose and prepare correspondence.
  • Arrange travel plans and compiling travel-related materials.
  • Plan, coordinate and ensure the ED’s schedule is followed and respected. Provide “gatekeeper” and “gateway” role.
  • Communicate directly and on behalf of the ED, with Board members, donors, staff and others.
  • Research, prioritize and follow-up on incoming issues and concerns addressed to the ED, including those of a sensitive or confidential nature. Serve as a sounding board and assist ED with the appropriate course of action, referral or response.
  • Provide a bridge for smooth communication between the ED’s office and internal departments; demonstrates leadership to maintain credibility, trust and support with senior management staff.
  • Work closely and effectively with the ED to keep him/her well informed of upcoming commitments and responsibilities and following-up appropriately. Act as a “barometer,” have a sense of issues taking place in the environment and keeping the ED updated.
  • Manage a variety of special projects for the ED, some of which may have an organizational impact.
  • Prioritize conflicting needs and be flexible when priorities shift; handle matters expeditiously and proactively, and follow through on all projects in timely manner.

Board of Directors Support

  • Produce, coordinate and distribute materials for the Board of Directors’ meetings as well as Board committee/task force meetings.
  • Coordinate meeting agendas, track attendance, and take minutes of board meetings.
  • Maintain SF-Marin Food Bank corporation records: by-laws, amendments, and resolutions.
  • Provide administrative support to Board chairperson, committee chairs and Board members working on special projects.
  • Coordinate flow of information and documents between the Board, ED, and other staff members.
  • Provide staff support for Board’s Governance Committee.

Chief Operating Officer Support

  • Schedule meetings, prepare materials and ensure apporpriate follow-up; plan meetings and small conferences, including arranging for food ; and prepare expense reports, as needed.
  • Take notes at weekly Programs & Operations meetings, monthly Manager’s meetings.
  • Research and analyze information and make recommendations on special projects.
  • Arrange travel plans and compiling travel-related materials.

Organizational Support

  • Cover lunch and rest breaks at the reception desk as requested.
  • Set-up for Board/Officer-level meetings including room arrangement, video conferencing, materials preparation and food and beverage.
  • Schedule organization-wide meetings such as work planning, Town Halls and Community Catch-Ups
  • Post office runs for key mailings
  • Other duties, as assigned

QUALIFICATIONS

  • Bachelor’s degree in related field or equivalent experience.
  • Working knoweldge and demonstrated proficiency in MS office, spreadsheet programs, database management and internet research.
  • Knowledge of non-profit opearations.
    experience required:
  • Previous administrative work experience; non-profit organization a plus.
  • Ability to handle highly sensitive material and information with discretion and confidentiality.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Strong interpersonal and verbal communication skills.
  • Strong analytical skills.
  • Ability to work independently with minimal supervision.
  • Demonstrated excellent writing skills. Ability to write a variety of materials to different audiences.

CERTIFICATES, LICENSES, REGISTRATIONS:

  • Valid driver’s license required.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

(The physical and environmental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

ENVIRONMENT: Standard office with occasional travel to program sites

FINGER DEXTERITY: Requires typing on standard computer.

TALKING: Ability to speak on phone and face to face.

HEARING: Able to hear average or normal conversations and receive ordinary information.

REPETITIVE MOTIONS: Frequent and regular movements using the wrists, hands, and fingers.

AVERAGE VISUAL ABILITIES: Average, ordinary, visual acuity necessary to view computer screens and documents.

PHYSICAL STRENGTH: NOT APPLICABLE.

COMMUNICATION AND COGNITIVE REQUIREMENTS

REASONING ABILITY: Ability to apply principles of logical or scientific thinking to a wide range of complex intellectual and practical problems.

MATHEMATICS ABILITY: Ability to perform advanced math skills, use decimals to compute ratios and percentages, and to draw and interpret graphs.

LANGUAGE ABILITY: Fluency in English. Fluency in Cantonese and/or Spanish a plus.

SALARY: Competitive pay based on qualifications and experience

BENEFITS: Medical, dental, life, long-term disability, and 403(b) retirement plan with employer base and matching contribution. Generous holidays, vacation, and sick time.

The San Francisco-Marin Food Bank is an Equal Opportunity Employer.

Business Overview

Our Story

We’re a team of more than 140 dedicated, inspired people working together to end hunger in San Francisco and Marin. This year, we will distribute 48 million pounds of food – enough for more than 107,000 meals each day. We partner with more than 450 organizations – including 240 neighborhood pantries – to distribute food to low-income residents. Each week, more than 144,000 people are served by our programs. We’re serious about the mission, and also committed to building a terrific place to work. We thrive in an environment that fosters collaboration, leadership, excellence, accountability and respect. If you would like to be a part of building a community where nutritious food is available to all, please consider joining us.

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