The Global FoodBanking Network Hiring for Executive Assistant to CEO Job at Remote Full Time

JOB DESCRIPTION

Date: October 2022

Position: Executive Assistant to the CEO

Team: Executive

Reports to: CEO

Location: Chicago, Illinois or Remote

Position Summary:

The Executive Assistant supports the CEO and ensures that she maximizes the strategic use of her time and assists the CEO in managing various external relationships for a variety of audiences including the Board of Directors communications and meetings.

Responsibilities include, but are not limited to:

Model GFN Values:

Lead with Inspiration, Champion community led solutions, create sustainable impact, honor our commitments, Center diversity, equity, and inclusion, learn and innovate.

Plan, coordinate and ensure the CEO’s schedule is managed effectively.

• Craft professional and compelling meeting requests to senior leaders on behalf of the CEO.
• Schedule internal and external meetings involving multiple colleagues and maintain an active Outlook calendar that spans time zones.
• Ensure all meetings are set up for success – have accurate locations, contact details, draft agendas, ensure all participants have responded, provide biographies and any background information, and confirm all details two business days in advance.
• For meetings with external stakeholders, ensure accurate and comprehensive background is provided through a meeting brief.
• Vet all meeting requests with CEO and rapidly and accurately respond.
• Attend meetings at CEOs’ request to take minutes and draft meeting follow-up.
• Draft bespoke thank you notes to meeting participants on the CEO’s behalf.
• Ensure that meetings with high-priority stakeholders (Board members, direct reports, colleagues on staff) and time set aside to work on strategic priorities are protected.
• Keep internal stakeholders apprised of meeting results and ensure appropriate meetings are logged in Salesforce and added to relevant Monday Boards.

Plan domestic and international travel arrangements.

• Book domestic/international flights, hotels, transfers, and other travel details.
• Build the schedule when the CEO is travelling which includes reviewing event agendas and participant lists, identifying colleagues with whom the CEO should connect, drafting compelling and professional meeting requests to be sent on behalf of the CEO, identifying meeting locations, providing contact information, and coordinating with other GFN staff, partners, and Board members that may be included in the delegation.
• If a reception or event is held during CEO travel, be the lead planner on putting together events. This includes working closely with local food bank partners, putting together invitation lists through internal contacts, drafting invitations, tracking RSVPs, developing the scenario, ensuring a well-executed event, and conducting event follow-up.
• Prepare pre-meeting reads and pre-travel briefing books.
• Complete all expense reports.
• Manage GFN budget within guidelines

Support the CEO in managing the Board of Directors.

• Forge strong relationships and provide timely, professional, forward-looking, and high-touch communications with the GFN Board of Directors, General Counsel, and their offices. The goal is to enhance Director engagement with GFN and support the CEO in staying closely connected with Directors.
• Plan all Board of Directors meeting logistics, including two, multi-day meetings annually at international locations.
• Schedule meetings for Board Committees and ensure Director response.
• Support the CEO in managing the Governance Committee, which includes drafting Committee agendas, work plans, taking minutes at the meeting, and preparing the Committee Board report.
• Develop the Board packet, in partnership with the CEO, which includes coordinating with colleagues across the organization in its timely assembly.
• Take meeting minutes at sessions involving the full Board.
• Maintain official records of the Board including tracking minutes, documenting Director attendance, and compiling meeting materials for all meetings of the Board and Committees.
• Update all Board materials including Board lists, Committee lists, and letter head.
• Prepare new Director briefing books and coordinate Director orientation.

Support the CEO in engaging with the Network and externally.

• Plan bi-annual meetings of the GFN Advisors Group and draft quarterly messages to the group to keep them informed of happenings at GFN.
• Track action items committed to in meetings or via email and ensure these items are brought to the CEO’s attention and actioned within the designated timeframe.
• Support the CEO in preparing for speaking engagements including scheduling and attending pre-meetings with event organizers, collaborating with colleagues across GFN to draft PowerPoint presentations and talking points, and ensuring the CEO has time on her calendar to prepare. Must have a strong grasp of GFN’s mission, organizational performance, and the latest research on food insecurity and food loss and waste and quickly understand CEO’s style.
• In partnership with communications, draft video scripts and ensure recording of videos go smoothly and is done in a timely fashion.
• Draft an engagement plan that will ensure CEO can connect with each food bank executive director in the Network annually, and touch base with GFN staff in small groups over the course of the year.
• Prepare, proofread, ensure accurate formatting, and if necessary, coordinate translation of all correspondence going out under the CEO signature

Other Responsibilities

• Manage the CEO’s PTO logs.
• Maintain CEO address book.
• Collate all items that require CEO signature and ensure timely response.
• Create and maintain virtual filing systems and collaboration tools.
• Other projects as assigned.

Qualifications:

• Bachelor’s Degree and at least 8 years’ experience as an executive assistant in the C-Suite or in project or event management.
• Ability to work effectively in a remote environment, primarily utilizing digital tools. The position is expected to use Zoom, a virtual filing system, Salesforce, and Monday project management tool daily.
• Through relevant professional experience have command of the procedures and systems used.
• Exceptional written and verbal communication skills.
• Proactive communicator and displaying a high level of initiative in carrying out responsibilities. High emotional intelligence and the ability to quickly understand organizational dynamics is necessary.
• Strong planning and organizational skills. Very detail oriented with the ability to work independently to solve problems and anticipate needs.
• Culturally sensitive and globally minded. Proficiency/fluency in second language is a plus.
• Previous experience in planning complex travel arrangements to remote international locations required.
• Demonstrated research and writing skills, and the ability to quickly put together compelling presentations and talking points.
• Experience handling external stake holders with grace and diplomacy.
• An intermediate to advanced level of proficiency with Microsoft Office Suite – especially with Outlook, Excel, and PowerPoint with the ability to quickly learn other applications.
• Exhibit a high degree of professionalism, trustworthiness, and a demonstrated ability to handle confidential information.
• Ability to develop and maintain productive working relationships with staff from all areas of the organization.

EOE: The Global FoodBanking Network embraces a philosophy that recognizes and values diversity. Its goal is to attract, develop, and retain a talented, diverse workforce in a culture where all employees will contribute to their fullest potential.

COVID-19 considerations:
Staff working in our Chicago office must wear masks and follow all Chicago mandated COVID protocols.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• 8 hour shift

Work Location: Remote