Executive Assistant (Chicago / Hybrid)

Work. Serve. Thrive.

Imagine a place where your talent can make a meaningful difference in peoples' lives. Working at Feeding America is a uniquely rewarding experience in which our employees work together as vital parts of a much larger mission. We are innovative, mission-focused, diverse, collaborative, values-driven and focused on results.

Feeding America is the nation’s largest charity and the leading domestic hunger-relief charity in the United States. Our mission is to feed America's hungry through a nationwide network of member food banks and engage our country in the fight to end hunger.

This is a hybrid position based out of Feeding America’s Chicago office location. At Feeding America, we believe in offering a flexible work environment. Employees can be in the office an average of 2 - 3 days a week (when not travelling for work) and work from home on other days. Employees also have access to a 30-day “work anywhere” program during the course of each calendar year that can be combined with PTO and/or holidays.

Learn more about Feeding America here.

The Opportunity

The Executive Assistant will provide a broad range of administrative support for the Chief Marketing and Communications Officer and the Chief Health, Research and Evaluation Officer. Professionally represent each group, engaging with internal and external constituents to support positive image of the organization and leadership team.

Compensation

Here at Feeding America national organization, equality is central to our mission and is an integral part of our compensation policies and structures. As such, we maintain transparent salary ranges and clearly defined practices for how our team, including new hire salary offers, moves through these ranges. You can expect us to offer the best salary up front based on these clearly defined pay practices with little room for negotiation. We make exceptions for highly experienced (multiple years of at-level experience) new hires in accordance with our pay practices. Once hired, employees have the opportunity to progress through salary ranges via regular merit increases and step promotions.

Salary Range: $74,909 - $79,909 Based on Experience.

Benefits: A comprehensive list of benefits available to full-time employees can be found here.

Responsibilities

• Manages and performs administrative functions for the chief officers, including but not limited to scheduling meetings, maintaining Outlook calendar, planning travel arrangements, managing expense reports, reconciling department budgets and proofreading correspondence, contract approval, expense reports, check requests, meeting logistics and ordering supplies.
• Anticipates needs, moves with agility and provides solutions when suitable, to facilitate effective and smooth transitions for the Chief Marketing and Communications Officer and the Chief Health, Research and Evaluation Officer. Monitors scheduling changes and conflicts and proactively provides suggestions or initiates scheduling changes to address conflicts and changing priorities.
• Supports and assists with department meetings via scheduling, ordering food, set-up, taking notes, providing follow up summaries and other general support functions.
• Communicates on behalf of the Chiefs directly with partners, vendors, staff, internal departments and others. Establishes relationships with executive administrative staff for donors, Board members and other key constituencies.
• Researches, prioritizes and follows up on issues and concerns addressed to the executive, including those of a sensitive or confidential nature. Determines appropriate course of action, referral or response.
• Provides a bridge for smooth communication between executive’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with management and staff.
• Prioritizes conflicting needs; handles matters expeditiously, proactively and follows-through on projects to successful completion.
• Participates with the head of the departments on select conversations and serves as trusted confidante to facilitate completion of deliverables and assignments.
• Undertakes and assists with special projects and event coordination as needed.
• Other duties as assigned.

Required Experience and Qualifications

• A minimum of 3+ years’ experience supporting senior level executives in a fast-paced environment with multiple stakeholders.
• Demonstrate success in the development of the c-suite agendas; scheduling; handling of routine correspondence; and other administrative support functions as required.
• Demonstrate an intermediate to advanced level of proficiency with Microsoft Office Suite and Outlook applications with the ability to quickly learn other applications.
• Exhibit a high degree of professionalism, trustworthiness, attention to detail and a demonstrated ability to handle highly confidential information.
• Demonstrate ability to manage multiple overlapping priorities, coordinate across teams, and meet competing deadlines, including during peak periods of activity, while maintaining accuracy, organization and timely follow-through.
• Ability to work independently and meet deadlines while managing multiple tasks and changing priorities. Must be able to react to time-sensitive matters as well as manage complex, longer-term initiatives.
• Strong interpersonal skills with proven ability to succeed through positive influence and persuasion.
• Demonstrated ability to learn, use and work proactively with technology for problem solving and driving efficient work works stream. For example: Travel and Expense report system, presentations, calendar, consolidation convenings’ feedback, etc.

Required Leadership Competencies

• Fosters an Enterprise Mindset
• Fosters an Open and Supportive Environment
• Leads with Accountability
• Collaborates Internally and Externally
• Focuses on People and Teams
• Manages Organization and Business Complexity
• Communicates with Impact and Influence

Feeding America’s goal is to attract, develop, retain, and promote a talented diverse workforce where all employees feel a sense of belonging and contribute to a culture that values differences, ideas, and experiences. We intentionally seek out diverse perspectives and skills on our teams, knowing that it makes us stronger as an organization and better equipped to serve our neighbors in need. We encourage all individuals, including those from historically under-represented communities and individuals with lived experience of hunger, to apply.

Feeding America participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9.