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Executive Assistant

4 months ago

Tucson, United States Community Food Bank of Southern Arizona Full time

**Function**: This position provides executive level support to increase the effectiveness of the Chief People and Culture Officer and Chief Operations Officer (COO) at the Community Food Bank (CFB). This position is an integral part of the CFB team focusing on achieving our mission by assisting the Chief People and Culture Officer and the COO. They will be expected to maintain high standards of confidentiality at all times.

**Duties and Responsibilities**:

- Performs executive duties such as maintaining meeting calendar, ensuring materials are provided for meetings, making travel arrangements, completing expense reports, composing correspondence, filing, copying, and managing supplies for members of leadership.
- Schedules Food Bank meeting spaces, on-site and off-site, for members of leadership.
- Coordinates the submission of Feeding America’s NAR, pre-audit materials and assist in the PANO certification process.
- Assists in special events planning assigned by members of leadership.
- Carries out day-to-day office administrative functions for members of leadership, to include providing administrative services throughout the organization as needed.
- Ensures that all records and files are maintained and held securely and that the confidentiality of information is upheld.
- Analyzes and resolves critical administrative tasks, directives or support as needed while providing excellent customer. service in managing constructive and cooperative relationships with people inside and outside the organization.
- Coordinates or performs data collection, analysis, reporting, documentation and other duties to ensure accurate and timely processing or development of required reports.
- Sets up meetings, luncheons, records meeting minutes, and supports conference calls, including but not limited to holidays, staff events, etc.
- Assists with special projects and events to include attending staff meetings and other meetings as requested.
- Assists with gathering information and supporting documents for meetings and project research.
- Processes and reconciles financial reimbursement and purchasing card transactions.
- Performs other duties as assigned.

**Knowledge, Skills and Abilities**:

- Knowledge of supporting executive level staff members.
- Skills in processing financial reimbursement and purchase card transactions.
- Ability to maintain confidentiality.
- Ability to analyze and resolve critical administrative tasks.
- Ability to collaborate with others to ensure efficient communication and workflow.
- Ability to work without a high-level of direction.
- Self-motivator and takes initiative.
- Life-long learner and ability to incorporate new information.
- Demonstrated interest in learning internally and externally and incorporating new information into role
- Ability to work with people from diverse economic, social, and political backgrounds.

**Minimum Qualifications**:

- A high school diploma or equivalent.
- Minimum of 3-5 years of successful experience in administrative support or equivalent role.
- Proficient in Microsoft Office Suite, Office 365, and aptitude to learn other software platforms (Link2Feed, Ceres, etc.).
- Experience recording meeting minutes.
- Excellent customer service, communication, and listening skills.
- Flexibility to adjust based on the timing of meetings/events is required. Some travel may also be required.
- Ability to effectively prioritize and organize administrative tasks and projects.
- For company insurance purposes, at least 21 years of age; possess a current Arizona Driver’s License with a safe driving record.
- Equivalent combination of education and experience may be considered if applicable and must be directly related to the functions and body of knowledge required to successfully perform the job._

**Preferred Qualifications**:

- Bilingual in English and Spanish.
- Experience working with non-profit management teams.
- Knowledge of office administration procedures; ability to operate most standard office equipment.

**Physical Requirements**:

- Light Work exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

**Expectations**:
CFB is committed to providing employees with an environment in which the **Core Values** of _Respect_, _Integrity_, _Accountability_, _Collaboration_, _Excellence_, _Innovation_, and _Social Justice_ are supported and encouraged.

CFB works diligently to maintain a culture of fairness, responsibility, trustworthiness and teamwork to advance our mission: _We change lives in the communities we serve by feeding the hungry today and building a healthy, hunger-free tomorrow._
- The CFB is a drug and tobacco free work environment._
- CFB is committed to having a workforce that reflects diversity at all levels and is an equal opportunity employer. Qualified applicants are considered for employment, and employees are treated during employment wi