Executive Assistant to Executive Director

Location
San Francisco, California
Salary
Based on qualifications and experience
Posted
May 17, 2018
Closes
Jun 16, 2018
Ref
Executive Assistant
Position Type
Full Time
Degree Level
Bachelors
Willingness to Travel
up to 25%
Experience Level
Administrative

Executive Assistant to the Executive Director             
 

The San Francisco-Marin Food Bank’s mission is to end hunger in San Francisco and Marin. This year, we will distribute 46 million pounds of food – enough for more than 105,000 meals each day. We partner with more than 450 organizations – including 240 neighborhood pantries – to distribute food to low-income residents of San Francisco and Marin counties. Each week, more than 147,000 people are served by our programs.

This is a mission-oriented, challenging and friendly place to work. Our success relies on the people who work for our organization. If you would like to be a part of building a community where no one suffers from hunger, please consider joining our team of talented and dedicated individuals. For more information about our organization, please visit www.sfmfoodbank.org.

POSITION:   Provide administrative support to the Executive Director, Board of Directors, and other senior staff members of the San Francisco-Marin Food Bank, including scheduling, correspondence, meeting preparation and special projects.

DUTIES AND RESPONSIBILITIES:

A)  Executive Director (ED)

  1. Complete a wide variety of administrative tasks including: scheduling meetings and managing an active calendar of appointments.
  2. Complete expense reports.
  3. Compose and prepare correspondence that are sometimes confidential.
  4. Arrange travel plans and compiling travel-related materials.
  5. Plan, coordinate and ensure the ED’s schedule is followed and respected. Provide “gatekeeper” and “gateway” role.
  6. Communicate directly and on behalf of the ED, with Board members, donors, staff and others.
  7. 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.
  8. Provides 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.
  9. Works close 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.
  10. Manages a variety of special projects for the ED, some of which may have an organizational impact.
  11. Prioritizes conflicting needs and is flexible when priorities shift; handles matters expeditiously and proactively, and follows through on all projects in timely manner.
  12. Support projects/efforts involving the ED or Board members.
  13. Work with other assistants to ensure efficiency in projects and Officers’ schedules.

B)  Board of Directors (BOD)

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

C)  Policy & Advocacy Support

  1. Assist with developing and managing legislative agenda, including tracking state and federal legislation and submitting support letters.
  2. Schedule meetings, such as with legislators, prepare materials and assist with follow-up.

D) Programs Support

  1. Perform key administrative tasks for the Chief Program Officer (CPO), including calendar management, expense and credit card reports, travel logistics, correspondence drafting, and special projects.
  2. Provide high-level support to the Programs Department at CPO’s direction, including scheduling, agenda management, preparing rooms, taking minutes and creating reports and presentations for key department meetings and trainings.

 E) Organizational Support

  1. Cover lunch and rest breaks at the reception desk (5 times/month).
  2. Set-up for Board/Officer-level meetings including room arrangement, video conferencing, materials preparation and food and beverage.
  3. Schedule organization-wide meetings such as work planning, Town Halls and Community Catch-Ups
  4. Out of office runs on a need basis
  5. Special projects as assigned
  6. Support general Org-wide events/efforts

QUALIFICATIONS

  1. Bachelor’s degree in related field.
  2. Previous administrative work experience; non-profit organization a plus.
  3. Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  4. Strong interpersonal and verbal communication skills.  Creative thinking and self-motivation highly valued.
  5. Maturity and ability to maintain confidentiality, exercise discretion, and show good judgment.
  6. High level of attention to detail.
  7. Ability to work independently with minimal supervision.
  8. Ability to organize materials efficiently and effectively.
  9. Self-confidence and strong analytical skills.
  10. Ability to work and interact well with individuals (staff and volunteers) from a variety of socioeconomic backgrounds in a culturally diverse environment.
  11. Demonstrated excellent writing skills.  Ability to write a variety of materials to different audiences.
  12. Demonstrated proficiency in MS Office, spreadsheet programs, database management, and internet research.
  13. Valid driver’s license required.
  14. Experience or demonstrated interest in social services/non-profit organizations.
  15. Will thrive in an environment that values and rewards collaboration, leadership, excellence, accountability, and mutual respect.

SALARY: Based on qualifications and experience.

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

TO APPLY: Please submit cover letter and resume to:
jobs@sfmfoodbank.org ; use Executive Assistant, your name, in the subject line 
Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

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

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