Executive Assistant (Part Time)

Arkansas Foodbank; Little Rock (AR); On-site; USD 44,000 - 60,000; Full time

Job summary

Arkansas Foodbank is seeking an Executive Assistant to provide comprehensive administrative support to the CEO and the Executive Leadership Team. You will coordinate communications with the Board of Directors and manage sensitive information with discretion.

The role includes scheduling meetings, travel arrangements, calendar maintenance, preparing agendas and materials, and supporting board packets. Occasional after-hours work and travel may be required.

Qualifications

• Bachelor’s degree in business administration, management, communication or a related field from an accredited college or university.
• Three years of experience providing executive level administrative support
• Associate degree in business administration, management, communication or a related field from accredited college or university.
• Five years of experience providing executive level administrative support
• Strong interpersonal and diplomacy skills; demonstrated ability to interact positively with a wide array of individuals, colleagues and organizational partners.
• Proficiency using Outlook, Calendar, Word, Excel, SharePoint, DocuSign and PowerPoint.
• Exceptional writing, editing, and proofreading skills
• Available to attend after hours networking event and travel on occasion
• Valid Arkansas driver’s license and proof of insurance required
• Must pass a background check
• Must pass a preemployment drug screening
• Must be highly organized with exceptional attention to detail; ability to prioritize, handle multiple assignments and deadlines from multiple sources simultaneously

Responsibilities

• Provide administrative support to the CEO and senior management staff.
• Schedule meetings; assist in the preparation and distribution of meeting agendas and materials. Take meeting minutes and distribute to all attendees as required.
• Maintain calendar and schedule using independent judgement and discretion.
• Make travel arrangements and accommodations for CEO, other staff as requested.
• Complete and file purchase orders for all executive office expenditures.
• Run errands and prepare gifts and cards on behalf of CEO’s official capacity.
• Assist CEO with correspondence and document creation. Draft and proofread correspondence and other documents as required.
• Prioritize emails and respond when necessary. Sort and triage mail; maintain e-mail and other address directories.
• Work independently and within a team on special projects.
• Provide support for Board of Directors. Assemble and email board packets to all board members and senior managers one week in advance of meeting. Take minutes of Board and committee meetings; maintain updated board book; maintain and disseminate board contact information, forms, and other materials; order nameplates and nametags for board members as needed.
• Serve as liaison between CEO and other departments. Serve as administrative support to other departments if needed.
• Interface between development team and Executive Team by providing support and facilitating information flow to ensure CEO schedule is prioritized on fundraising initiatives.
• Oversee the development and maintenance of the organization calendar.
• Handle highly confidential and sensitive information with a high level of confidentiality and discretion.
• Represent the Arkansas Foodbank as needed in the community.
• Practice problem solving skills and research capabilities; able to recommend process improvements, identify opportunities for efficiency and present problems with solution ideas.
• Attend required staff meetings, training, and conferences.

Skills

Interpersonal skills

Discretion

Communication

Education

Bachelor’s degree in business administration/management/communication

Associate degree in business administration/management/communication

Tools

Outlook

Calendar

Word

Excel

SharePoint

DocuSign

PowerPoint

Job description

Description

The Executive Assistant will provide administrative support to the Chief Executive Officer and members of the Executive Leadership Team as needed as well as coordinate communication with all Board of Directors. Executive Assistant will possess a thorough knowledge of principles and practices of office management, use independent judgement when carrying out assignments, and handle material which may be of a confidential nature.

The Executive Assistant proficiently oversees a diverse range of responsibilities, including but not limited to scheduling meetings, making reservations, coordinating travel plans, and maintaining a meticulously organized calendar to monitor all engagements and commitments.

The statements contained herein describe the scope of responsibility and essential functions of this position but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or to equalize peak work periods or otherwise balance the workload. Individuals in this position may occasionally work irregular hours as necessary.

The Executive Assistant will be comfortable learning new technology, as well as an eagerness to utilize Arkansas Foodbank software systems. They will possess strong interpersonal skills, a spirit of collaboration and teamwork, and a commitment to hunger relief.

1. Provide administrative support to the CEO and senior management staff.
2. Schedule meetings; assist in the preparation and distribution of meeting agendas and materials. Take meeting minutes and distribute to all attendees as required.
3. Maintain calendar and schedule using independent judgement and discretion.
4. Make travel arrangements and accommodations for CEO, other staff as requested.
5. Complete and file purchase orders for all executive office expenditures.
6. Run errands and prepare gifts and cards on behalf of CEO’s official capacity.
7. Assist CEO with correspondence and document creation. Draft and proofread correspondence and other documents as required.
8. Prioritize emails and respond when necessary. Sort and triage mail; maintain e-mail and other address directories.
9. Work independently and within a team on special projects.
10. Provide support for Board of Directors. Assemble and email board packets to all board members and senior managers one week in advance of meeting. Take minutes of Board and committee meetings; maintain updated board book; maintain and disseminate board contact information, forms, and other materials; order nameplates and nametags for board members as needed.
11. Serve as liaison between CEO and other departments. Serve as administrative support to other departments if needed.
12. Interface between development team and Executive Team by providing support and facilitating information flow to ensure CEO schedule is prioritized on fundraising initiatives.
13. Oversee the development and maintenance of the organization calendar.
14. Handle highly confidential and sensitive information with a high level of confidentiality and discretion.
15. Represent the Arkansas Foodbank as needed in the community.
16. Practice problem solving skills and research capabilities; able to recommend process improvements, identify opportunities for efficiency and present problems with solution ideas.
17. Attend required staff meetings, training, and conferences.

Qualifications

The following qualifications are preferred for the candidate or employee, however, other job-related education and/or experience may be substituted for all or part of these basic requirements upon approval of management.

• Bachelor’s degree in business administration, management, communication or a related field from an accredited college or university.
• Three years of experience providing executive level administrative support
• Or
• Associate degree in business administration, management, communication or a related field from accredited college or university.
• Five years of experience providing executive level administrative support
• Strong interpersonal and diplomacy skills; demonstrated ability to interact positively with a wide array of individuals, colleagues and organizational partners.

• Proficiency using Outlook, Calendar, Word, Excel, SharePoint, DocuSign and PowerPoint.
• Exceptional writing, editing, and proofreading skills
• Available to attend after hours networking event and travel on occasion
• Valid Arkansas driver’s license and proof of insurance required
• Must pass a background check
• Must pass a preemployment drug screening

Must be highly organized with exceptional attention to detail; ability to prioritize, handle multiple assignments and deadlines from multiple sources simultaneously