Executive Assistant

Rethink Food; New York (NY); On-site; USD 75,000 - 90,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Disability insurance

Life insurance

Paid time off

Paid holidays

Retirement plan with employer match

Parental leave

Free nutritious lunch

Job summary

Rethink Food is seeking an Executive Assistant to partner with the CEO and provide professional administrative support, project coordination, and event management. In an agile environment, you’ll contribute across initiatives to achieve shared objectives.

You will manage calendars, prepare briefs and presentations, draft correspondence, and coordinate meetings with internal and external stakeholders while maintaining discretion and a solutions-oriented approach.

Qualifications

• Bachelor’s degree or equivalent experience.
• Minimum 3+ years experience working as an Executive Assistant or providing advanced support to senior executives or experience in a role focused on operational excellence.
• Excellent analytical, communication (written and verbal), and project management skills.
• Solid experience in managing high-level relationships with discretion and handling sensitive and confidential information.
• Strong leadership and innovative problem-solving, decision-making, conflict resolution, time management, and motivational skills.
• Proficiency with office productivity tools and an aptitude for learning new software and systems.
• Ability to take initiative, set priorities, and multi-task in a work environment where deliverables and deadlines may change quickly while maintaining efficiency and excellence.
• Highly organized, strong follow-through, and excels at thinking proactively.
• Ability to work collaboratively within an organization.
• Previous experience at organizations with resource limitations and a proven track record of maximizing existing resources while optimizing for efficiency and impact.
• Positive attitude, show concern for people and community, and demonstrate self-confidence, common sense, and excellent listening skills.
• Takes a solutions-based, collaborative approach to drive change in work and navigate challenges.
• Quick learner, eager to continually strengthen their understanding of Rethink's work.
• Proficient in Google Workspace; ideal to know Tableau, Adobe Photoshop, Canva, and social media platforms.
• Must embrace the mission and core values of Rethink Food.

Responsibilities

• Prepare the CEO for internal and external meetings and events with various stakeholders: help with meeting preparation, agenda management, and follow-ups; research and create briefs, pitch decks, and other meeting and presentation materials; and occasionally stand in for the CEO.
• Manage the CEO’s calendar, including making travel arrangements and reconciling expenses. Exercise discretion in committing time and evaluating needs.
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives.
• Draft emails, letters, reports, and other correspondence on behalf of the CEO.
• Keep the CEO advised of time-sensitive and priority issues, ensuring proper follow-up.
• Liaise between the CEO and the Executive Team to support communication and collaboration.
• Manage logistics for events for the CEO and the Executive Office.
• Provide administrative support to the Executive Office.
• Other duties as assigned.

Skills

Analytical skills

Communication skills

Project management

Relationship management

Leadership

Problem solving

Time management

Multitasking

Collaboration

Adaptability

Google Workspace proficiency

Tableau

Adobe Photoshop

Canva

Social media platforms

Mission & values alignment

Education

Bachelor’s degree or equivalent experience

Tools

Google Workspace

Tableau

Adobe Photoshop

Canva

Job description

ABOUT US

Rethink Food is a chef-led nonprofit partnering with restaurants to better feed communities. Through strong partnerships with local restaurants and community-based organizations, we work with a responsive, hyperlocal network that provides culturally celebrated, nutritious meals. Since 2017, we've served over 35 million meals and reinvested more than $157 million into local economies.

Our work falls into three core areas:

• Building the Network: We connect restaurants, community-based organizations, and food donors to deliver meals where they’re needed most.
• Setting the Example: Through our Sustainable Community Kitchen, we demonstrate what dignified, community-centered food access can look like.
• Advocating for Change: We champion policy and systems change to create a more sustainable, equitable food future for all.

ROLE SUMMARY:

The Executive Assistant will partner with the CEO and provide professional support on executive-level administrative duties, project coordination, event management, stakeholder management, communications, and support for the Executive Office.

In our agile environment, your role extends beyond core duties – it's an invitation to amplify your influence. You'll be expected to proactively leverage your diverse talents, contributing across a variety of initiatives to directly achieve our shared objectives.

RESPONSIBILITIES:

• Prepare the CEO for internal and external meetings and events with various stakeholders: help with meeting preparation, agenda management, and follow-ups; research and create briefs, pitch decks, and other meeting and presentation materials; and occasionally stand in for the CEO.
• Manage the CEO’s calendar, including making travel arrangements and reconciling expenses. Exercise discretion in committing time and evaluating needs.
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives.
• Draft emails, letters, reports, and other correspondence on behalf of the CEO.
• Keep the CEO advised of time-sensitive and priority issues, ensuring proper follow-up.
• Liaise between the CEO and the Executive Team to support communication and collaboration.
• Manage logistics for events for the CEO and the Executive Office.
• Provide administrative support to the Executive Office.
• Other duties as assigned.

QUALIFICATIONS:

• Bachelor’s degree or equivalent experience.
• Minimum 3+ years experience working as an Executive Assistant or providing advanced support to senior executives or experience in a role focused on operational excellence.
• Excellent analytical, communication (written and verbal), and project management skills.
• Solid experience in managing high-level relationships with discretion and handling sensitive and confidential information.
• Strong leadership and innovative problem-solving, decision-making, conflict resolution, time management, and motivational skills.
• Proficiency with office productivity tools and an aptitude for learning new software and systems.
• Ability to take initiative, set priorities, and multi-task in a work environment where deliverables and deadlines may change quickly while maintaining efficiency and excellence.
• Highly organized, strong follow-through, and excels at thinking proactively.
• Ability to work collaboratively within an organization.
• Previous experience at organizations with resource limitations and a proven track record of maximizing existing resources while optimizing for efficiency and impact.
• Positive attitude, show concern for people and community, and demonstrate self-confidence, common sense, and excellent listening skills.
• Takes a solutions-based, collaborative approach to drive change in work and navigate challenges.
• Quick learner, eager to continually strengthen their understanding of Rethink's work.
• Proficient in Google Workspace; ideal to know Tableau, Adobe Photoshop, Canva, and social media platforms.
• Must embrace the mission and core values of Rethink Food.

WHAT YOU BRING TO THE TABLE:

Commitment to embodying our values of -

Inventiveness: At our core, we are relentlessly curious about solving problems. As our name suggests, we’re a team of creative thinkers, but we’re also hands-on doers, challenging norms with humility to find practical solutions that can create lasting change.

Vulnerability: Guided by an "always be better" mindset, we are a team that intentionally reflects on what we are doing well and where we need to improve. We hold ourselves and each other accountable, every day. No blame, no shame - we just want to be sure we’re always doing the right thing.

Thoughtfulness: Our vision for a nourished and thriving world starts with nourished and thriving individuals in each of our communities. Our work is centered on the needs of the people that bring our communities to life. We don’t pretend to have all of the answers. We are committed to listening and learning in order to identify and scale solutions that ensure stable and reliable access to healthy food for all so each and every community can thrive.

Kindness: At Rethink, we show up every day with empathy and compassion and believe everyone should be treated with dignity. Kindness goes a long way - we are all about just being kind

COMPENSATION

The annual salary range for this position is $75,000- $90,000, depending on experience and education. We also offer a complete benefits package including: medical, dental, vision, disability, life insurance, PTO, paid holidays, two weeks per year for an organization-wide office closure to recharge, a retirement plan with employer match, a progressive parental leave plan, and free nutritious lunch every day!

EEO STATEMENT

Rethink Food is proud to be an Equal Opportunity Employer. We do not discriminate on the basis of race, color, creed, religion, gender (including gender identity or expression), pregnancy, childbirth or related medical conditions, sexual orientation, marital status, domestic violence, sexual violence or stalking victim status, ancestry, national origin, alienage or citizenship, age, disability, military or veteran status, genetic information or predisposing genetic characteristic, or other protected status. The organization is an Equal Opportunity Employer, drug-free workplace, and complies with ADA regulations as applicable.