Executive Assistant

Description

Job Description

Position Title: Job Title

Department: Administration

FLSA Status: Full Time Hourly/Non-Exempt

Schedule: 40 Hours per Week/Monday-Friday 8:00am-4:30pm (Includes 30-minute unpaid meal break).

Benefits: Eligible for Full Time Employee benefits including health, dental, and vision insurance, 8 paid Holidays, 1 Floating Holiday, generous PTO, administered 401(k) after 1 month with employer match after 1 year, and more.

Reports To: Executive Director

Salary Range: $23.44-$25.34/hour

Revision Date: 02/25/25

Who We Are

Food Bank of Central New York is a not-for-profit organization leading the effort to eliminate hunger in our region, by partnership with others in our community, through education, advocacy, and distribution of nutritious food. We partner with 360 community partners in the counties of Cayuga, Chenango, Cortland, Herkimer, Jefferson, Lewis, Madison, Oneida, Onondaga, Oswego, and St. Lawrence.

The core of our work is achieved by partnering with local agencies that distribute food to individuals and families in need. The key partners that make up our emergency food network are food pantries, soup kitchens, and emergency shelters. Other not-for-profit agencies such as day care centers, rehabilitation centers, senior centers, and group homes are able to utilize membership as a way to supplement their agency food needs.

Our Vision is to see a community where everyone has access to nutritious food and no one is hungry.

Our Mission is leading the effort to eliminate hunger in our region, by partnership with others in our community, through education, advocacy, and distribution of nutritious food.

Hunger Is a Very Serious Problem In The United States Today. Despite Its Great Wealth, An Estimated One In Eight Americans Rely On Emergency Food Assistance. Among The Thousands Of People Who Depend On Charitable Food Programs In Central And Northern New York, And The Mohawk Valley

• 29% are children 18 or younger
• 10% are without health insurance
• 68% have been unemployed for more than two years
• 32% have a working family member
• 91% are below the federal poverty line
  
  

41% earn less than $12,000 annually

Position Summary

The Executive Assistant to the Executive Director is responsible for providing high-level administrative support to the Executive Director, with a strong emphasis on coordinating and managing matters related to the Board of Directors. This role ensures the smooth operation of executive functions, facilitates communication between leadership and stakeholders, and upholds the mission and vision of Food Bank of Central New York. The Executive Assistant must demonstrate professionalism, discretion, and exceptional organizational skills while managing sensitive information and supporting the Executive Director’s strategic initiatives.

Essential Functions

• Provide comprehensive administrative support to the Executive Director, including managing schedules, calendars, internal and external correspondence, and travel arrangements.
• Assist with Executive Director donor engagement.
• Act as the primary liaison between the Executive Director and the Board of Directors, ensuring timely communication, record-keeping, and meeting coordination.
• Prepare, distribute, and maintain Board meeting materials, including agendas, minutes, resolutions, and governance documents.
• Ensure compliance with Board governance policies, facilitating board member onboarding, training, and engagement.
• Support board committees as needed.
• Manage special projects on behalf of the Executive Director, ensuring alignment with Food Bank of Central New York’s mission and strategic priorities.
• Draft and proofread executive-level reports, presentations, and official correspondence.
• Handle confidential and time-sensitive information with discretion and professionalism.
• Coordinate meetings, including scheduling, logistics, and document preparation.
• Maintain digital and physical records, ensuring compliance with Food Bank policies, regulatory requirements, and Executive Director preference.
  
  

Physical Requirements

• Ability to sit for extended periods while performing administrative duties.
• Frequent use of a computer, including typing and reviewing documents.
• Occasional lifting of office materials (up to 25 lbs.).
• Ability to attend off-site meetings and events, including those outside of standard office hours.
  
  

We are committed to providing reasonable accommodations for employees who require them due to medical conditions or disabilities.

Education & Certification Requirements

• Bachelor’s degree in Business Administration, Communications, Public Administration, or a related field (preferred).
• This position will receive a pre-employment background check. Food Bank of Central New York complies with all applicable state and federal laws pertaining to drug testing and background checks, including Article 23-A.
  
  

Experience Requirements

• 3-5 years of experience providing executive-level administrative support, preferably in a nonprofit or mission-driven organization.
• Experience managing Board relations, governance documentation, and compliance.
• Proven track record of handling confidential information with discretion.
• Experience coordinating high-level meetings, projects, and communications.
  
  

Skill Requirements

• Exceptional organizational and time management skills, with the ability to prioritize tasks with multiple deadlines effectively.
• Strong written and verbal communication skills, including drafting professional correspondence.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (Zoom, Teams).
• Ability to work independently and collaboratively in a fast-paced environment.
• Strong attention to detail and ability to manage multiple projects simultaneously.
• Knowledge of nonprofit governance and board management best practices (preferred).
• Bi-or multi-lingual preferred.
  
  

The purpose of this job description is to provide an overview of the scope of the position. This is not a comprehensive list of duties/responsibilities. Other duties and responsibilities may be assigned.