Executive Assistant to President and CEO & Board Liaison

Description

Title: Executive Assistant to President and CEO & Board Liaison Job Group Category: Exempt Type: Full-Time

Unit: Administration Schedule: Mon-Fri, occasional weekends Hours: TBD

Direct Reports: No Reports to: President and CEO 

About Feeding Northeast Florida:

Feeding Northeast Florida (FNEFL) is the region’s largest nonprofit (501c3) food bank and hunger relief network. FNEFL provides nutritious foods and other essential goods to those in need and strives to improve the quality of life for people living in and around Northeast and North Central Florida by addressing food insecurity, poverty and poor health. Alongside out network of food distribution, agency and community partners, the Food Bank provides food resources and hope to help all people living in our 12-county service area (Alachua, Baker, Bradford, Clay, Duval, Flagler, Gilchrist, Levy, Nassau, Putnam, St. John’s and Union) who struggle to feed themselves and their families. Feeding Northeast Florida works daily to find solutions to address the issues of food insecurity and poverty through awareness, advocacy, education, and action in ways that promote dignity, respect and empowerment. For more information, visit www.feedingnefl.org

Position Summary: 

The Executive Assistant will support the President & CEO to maximize his/her workflow, effectiveness, efficiency and time management. Serves as the Board Liaison and supports staff functions. This is a special opportunity to work closely with the best-in-class leadership of a dynamic not-for-profit company with strong brand equity and an equally strong mission and gain broad exposure to each of the functions of this organization.

Principal Duties and Responsibilities:

• Manage workflow of the President & CEO
• Manage President & CEO’s calendar to maximize efficiency and collaboration
• Manage task list that is prioritized by President and CEO and include in daily review.
• Prepare and present daily (morning) review of calendar and staff updates, priority checklist, deliverables, etc.
• Maintain situational awareness about all events at FNEFL, ensuring the President & CEO is properly engaged
• Maintain situational awareness about events outside of the FNEFL that could impact the President & CEO. (Parallel/partner organization calendar of events)
• Ensure President & CEO is prepared for meetings and engagements in a timely manner to include pre-briefs and supporting documentation (presentations, bios, etc.)
• Ensure in-house meetings are ready to start on time and ensure CEO is on time for all meetings
• Manage all aspects of guests of President and CEO including welcoming, screening, providing refreshments, and printed welcome packets, etc.
• Ensure that staff is prepared to meet with the President & CEO (brief staff on support materials)
• Draft, proof, prepare for signature and mailing, and archive letters for President & CEO’s signature
• Review all written correspondence prepared for President & CEO and ensure documents are ready for review
• Track follow up communications and flag important emails and communications that are time sensitive and require immediate follow-up
• Distribute all incoming and outgoing office mail for President & CEO
• Manage President & CEO’s marketing email account and task actions appropriately
• Coordinate President & CEO’s travel
• Prepare monthly expense reports for President & CEO; Assist the Finance Department in compiling annual President & CEO submission with monthly expense reports for Board of Directors review
• Coordinate and schedule all FNEFL team meetings and manage the logistics involved to include invitations, material preparation, conference room reservation and physical set up, virtual and IT set up for meeting
• Other duties in support of the President and CEO as assigned
• Staff Support
• Ensure all organization meetings are scheduled and completed including:
• 1:1 Regularly Scheduled Meetings 
• Leadership and Director/Manager Level meetings
• All-Staff meetings
• Strategic planning process

• Create, update, maintain and store organizational documents to include master calendar, organizational chart, staff telephone directory, staff binder and other documents as needed
• Distribute all requests received via the internet/website to appropriate staff/departments and track completion
• Print, track and scan all letters signed by the President & CEO
• Assist staff in scheduling meetings with multiple attendees of the organization, including meetings not attended by President & CEO
• Ensure all position descriptions are updated an