Supports the CEO and COO by providing high-level administrative support, including managing complex schedules, coordinating meetings, handling travel arrangements, preparing reports, supporting board of directors’ responsibilities and managing communications. The Executive Assistant may also support project management, employee event planning, and strategic initiatives.
KEY RESPONSIBILITIES AND ESSENTIAL FUNCTIONS:
Proactively manage and optimize the CEO and COO's calendars, including scheduling and confirming meetings, and ensuring they are well-prepared for all engagements.
Work with internal departments to ensure the CEO is aware of and prepped for visitors to the facility in advance.
Coordinate and manage travel arrangements, including booking flights, accommodations, and ground transportation, preparing detailed itineraries and support expense reporting.
Prepare and edit correspondence, communications, presentations, and other documents.
Handle incoming and outgoing communications, including emails, phone calls, and mail, and prioritize and respond as appropriate.
Assist in the preparation and follow-up of meetings, including drafting agendas, taking minutes, and tracking action items.
Support the planning and execution of company events, large employee meetings, donor engagements, board meetings, and other high-profile engagements.
Conduct research and compile data to support the CEO and COO in decision-making processes.
Manage special projects and initiatives as assigned by the CEO and COO.
Maintain confidentiality and exercise discretion in handling sensitive information.
Board Responsibilities:
Coordinate board meetings, including drafting agendas and correspondence (reports and financial data), communicating needs and deadlines to relevant staff members, managing meeting logistics, posting meeting documents in advance of meetings, and preparing meeting minutes.
Support board committee (Finance, Audit, Board Development) meetings, including working with staff leads on scheduling, communication, and follow-up tracking.
Minimum of five years of experience supporting C-Suite executives, with a proven track
record of managing complex schedules and high-level administrative tasks.
Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant
software.
Excellent communication (verbal and written) and interpersonal skills.
Strong organizational and time management skills, with the ability to prioritize and manage
multiple tasks simultaneously.
High level of professionalism, discretion, and confidentiality.
Ability to work independently and as part of a team, with a proactive and flexible approach
to work.
Professional certification is a plus.
EXPOSURE:
General office environment; limited exposure to warehouse environment
Interacts with Food Depository leadership team, board members, staff, volunteers, and vendors.
• Health, dental, and vision insurance coverage
• Employer-paid life and disability insurance
• Employee Assistance Program
• 403(b) retirement plan with employer contribution
• Generous paid time off
• Parental leave
• On-site gym
• $3,000 annual employer-paid ThrivePass lifestyle and wellness benefit program
• $250 employee referral bonus
The Greater Chicago Food Depository, Chicago’s food bank, believes a healthy community starts with food. We are at the center of a network of more than 700 partner organizations and programs – food pantries, soup kitchens, shelters, mobile distributions, and other partners – working to bring food, dignity, and hope to our neighbors across Chicago and Cook County. The Food Depository addresses the root causes of hunger with job training, advocacy, and other innovative solutions.