Executive Assistant to the CEO

Summary: Provide executive support in a one-on-one working relationship to the President and Chief Executive Officer (CEO). This position serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. This position also serves as a liaison to senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. Executive Assistant to the CEO must be creative and enjoy working within an entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual exercises good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. Must work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Key Responsibilities:

Executive Support:

• Completes a broad variety of administrative tasks for the President & CEO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates, and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
• Communicates directly, and on behalf of the President and CEO, with Board members, donors, volunteers, staff, and others, on matters related to CEO's programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the President, some of which may have organizational impact.
• Completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, presentations, and other tasks that facilitate the CEO's ability to effectively lead the company.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Works closely with Board Liaison as needed and fills in should need arise.

Senior Management Liaison:

• Participates as an adjunct member of the Leadership team including assisting in scheduling meetings and attending meetings as identified.
• Assists in coordinating the agenda of Leadership team meetings and off-sites, and all- staff meetings.
• Facilitates cross-divisional coordination of travel and outreach plans.

 Communications, Partnerships, and Outreach:

• Ensures that the President's bio is kept updated and responds to requests for materials regarding the President and the organization in general.
• Edits and completes first drafts for written communications to external stake holders.
• Manages communications and presentations for all Town Hall/all-staff gatherings.
• Ensures that all appropriate external engagement get captured in NXT.

 Strategic Initiatives:

• Works with the specified team members and external consultants in coordinating the President's outreach activities.
• Follows up on contacts made by the President and supports the cultivation of ongoing relationships.
•  Edits all and creates acknowledgement letters from the President to donors.
• Manages strategic planning process, smartsheets tracking and ongoing reporting and progress updates.

Office Management and Front Desk Supervision

• Manages front desk coordinator and ensures that all responsibilities executed at a high level and with hospitality and kindness that is expected by all staff.
• Purchases and maintains inventory of necessary break room and office supplies - fulfilling individual requests and maintaining supply for general use and consumption.
• Coordinates with front desk staff weekly relief support to the front desk coordinator, including the recruitment of volunteer support.
• Coordinates inventory of Second Harvest Food Bank branded merchandise.

Supervisory Responsibilities: Yes, provides managerial oversight to the Front Desk Coordinator.

When & Where:

• Monday – Friday, 8:00am – 4:30pm.
• Occasional evenings and/or weekends may be required for meetings or special events.
• Occasional duties may be necessary, as well as responding to issues, outside of normal working hours (e.g., disaster response, community events, etc.).

Travel:

• Occasional daytime travel required within the local service area.
• Current driver’s license with copy of current auto insurance and acceptable Motor Vehicle Record (MVR) results required.

Essential business/ first responder: In instances of a federal, state or locally declared emergency, Second Harvest is typically considered an essential business service and emergency responder. All employees may be required to perform regular or emergent duties on-site. Employee safety is balanced with business and community necessity. Some positions are more likely to be required on-site than others.

Education: Bachelor's degree required.

Experience: 5+ years of experience supporting C-Level Executives, preferably in non-profit organizations. Experience and interest in internal and external communications, partnership development, and fundraising.

Skills & Capabilities:

• Strong ability to execute work with a diversity, equity and inclusion lens.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Expert level written and verbal communication skills.
• Expert proficiency with Microsoft Office and desktop publishing software: ability to design and edit graphic presentations and materials.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity.
• Make appropriate, informed decisions regarding priorities and available time.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.

Other requirements: Our pre-hire process requires acceptable results from the following: professional reference feedback, criminal background, and Motor Vehicle Record. Current Driver’s License and automobile insurance are also required. Criminal backgrounds are evaluated on a case-by-case basis considering several factors (timing, frequency, severity and job relation).

What Second Harvest has to offer:

Work with a purpose: As one of middle Tennessee’s largest nonprofits, our local hunger relief work is uniquely rewarding, hands on and solutions oriented. We are innovative, mission-focused, diverse, collaborative, values-driven and focused on results. A career with Second Harvest ensures that you not only earn a paycheck, but also help your local community through meaningful work. If you are passionate about serving your neighbors in need and are committed to our mission of ending hunger, we invite you to join our 120+ person team in the fight against hunger, as we work to achieve our vision of a hunger free community.

Award winning workplace: we are a best-in-class workplace because we are passionate and people focused – we listen, respect, care and challenge each other, so that our neighbors can count on us. Our employees have identified us among The Tennessean’s Top Workplaces solely on employee surveys and feedback. We are invested in our team and offer frequent whole-person wellness opportunities through our Harvest Wellbeing Program.

Compensation & Benefits: Second Harvest is proud to offer rich and affordable total compensation packages. Full-time employment includes 34+ days off, medical (employee-only is 100% employer paid), dental, vision, 403b retirement (up to 3% match, 5% base, length of service vesting), disability insurance (short and long term) and long-term care insurance.

DEIB & Equal Employment Opportunity: we celebrate and value diversity, equity, inclusion and belonging. We are intentionally working to diversify our team so that our employees reflect the diverse communities that we serve. Candidates from historically underrepresented groups are encouraged to apply Our goal is to attract, develop, retain and promote a talented and diverse workforce in a culture where all employees will contribute to their fullest potential. We provide equal employment to all applicants and employees regardless of race, religion, color, gender, disability, national origin, ancestry, age, veteran status, sexual orientation, genetic information or other legally protected characteristics.