Administrative Assistant

About The OrganizationReFED is a U.S.-based nonprofit working to catalyze the food system to take evidence-based action to stop wasting food. We do this by cultivating and convening the food community, delivering actionable evidence and insights, and seeding and accelerating food waste solutions. Starting with the 2016 Roadmap to Reduce U.S. Food Waste, ReFED has produced first-of-their-kind tools and resources, providing a full-supply-chain picture of U.S. food waste, cost-effective solutions to reduce it, and methods to track progress. In 2021, ReFED launched the Insights Engine, an online data center serving as the next generation of data, insights, and guidance on U.S. food waste reduction. Reducing food waste will have a significant impact on mitigating climate change, optimizing the use of water, land, and other resources, and providing meals for the over 47 million people in the United States who currently face food insecurity. We are continuing to grow our team to further build our capacity to achieve our vision of a sustainable, resilient, and inclusive food system that makes the best use of the food we grow.
We are a team of doers, and we get a lot accomplished. We create outsized impact, and everyone on the team contributes to accomplishing our shared goals. Learning and professional development are heavily embedded in ReFED’s culture. We promote cross-functional work to embrace diverse perspectives, experiences, and skills to ensure we are an inclusive and authentic workplace, so if you are excited about this role but your experience does not align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.   
Learn more at www.refed.org. 

The Administrative Assistant provides essential support to the Leadership Team and organization by handling day-to-day administrative tasks that keep the organization running smoothly. This role involves a combination of administrative duties, and support for special projects, requiring strong organizational skills, flexibility, and attention to detail. As part of a growing nonprofit team, the Administrative Assistant plays a key role in ensuring efficient operations and helping the team focus on advancing the organization’s mission, reporting directly to the Executive Assistant and serving as an active member of the Operations Team of the organization.

Key Responsibilities & Duties

• Administrative Support: For the Leadership Team of the organization (Vice Presidents and selected Directors with senior-level accountabilities) schedule meetings, maintain calendars, and coordinate travel arrangements. Assist with preparing agendas, taking meeting notes, and following up on action items emerging from meetings with internal and external stakeholders.
• Communication and Correspondence: Serve as a point of contact for inquiries at ReFED, manage the organization’s general email inbox and incoming voicemail messages, and route communications to the appropriate team members. Draft and proofread emails, letters, and other documents as requested.
• Data Entry and Record Management: Maintain and update organizational databases and contact records, with special focus on assuring the organization’s CRM is up to date with relevant information about meetings and contacts made. Organize and file electronic and physical documents for program leads, ensuring documents are easily accessible and up to date. Assist the Executive Assistant in maintaining all organizational records. 
• Event Support: Assist in the planning and coordination of special events, fundraising activities, and other organizational projects. In coordination with the appropriate team leadership and the ReFED Events team, help with event logistics, participant communication, managing RSVP processes, and material preparation. This may require some travel and evening work hours as needed.
• Office Management: Manage office supplies, track inventory, and place orders as needed to support a fully remote team. Assure operational tools are utilized and that team members fully realize the assets ReFED offers to support their administrative functionality. In some cases, provide one-on-one or one-to-many training to assure team members are skilled in the toolbox of ReFED.
• Technology Support: Assure all team members’ technical assets are in operational condition and monitor technology assets usage. In partnership with professional managed services provider, maintain records of all hardware provided to team members, in association with the Managed Services provider.  Recommend upgrades and changes in hardware and software to technical and operational leadership as needed. 
• Financial and Expense Support: Support basic financial tasks such as expense tracking and preparing receipts for reimbursement or backup to c