Accountable to: Chief Executive Officer
Department: Administration
Employment Status: Non-Exempt
Hours: Full Time
Location: Fargo
Position Purpose
The executive assistant provides administrative support to the Chief Executive Officer and Executive Team (Chief Operating Officer, Chief Financial Officer and the Chief Development Officer). The executive assistant also performs high-level human resource administration duties. With our values of passion, service and innovation at the forefront, this position will advance the mission of the Great Plains Food Bank to end hunger together and our vision of a hunger-free North Dakota and Clay County, Minnesota.
Core Accountabilities and Essential Duties
1. Support to CEO and Executive Team
Provide administrative support to the CEO and Executive Team.
- Ensure highest level of discretion in providing a comprehensive range of executive support.
- Provide administrative support to the Executive Team (CEO, COO, CDO and CFO), including;
- Serving as first point of contact for requests of and to CEO. Handle communication and information flow, manage calendar, organize flow of work in and out of CEO’s office, prepare draft correspondence, make travel arrangements, compile expense reports, meeting preparation, compiling and filing reports and other requests that arise.Coordinate logistics of all staff/board meetings, celebrations and trainings
- Coordinate logistics of all staff/board meetings, celebrations and trainings
- Maintain IT inventory, handle all staff IT requests and serve as liaison to 3rd party IT vendor
- Prepare Board of Directors meeting agendas, background materials, and logistics, as well taking accurate meeting minutes and arranging any follow up.
2. Human Resource Administration
Provide administrative support to employees and supervisors by assisting in hiring and orientation, personnel record management, policies and handbooks and other logistic or clerical human resource tasks.
- Serve as liaison between the GPFB and the 3rd party Human Resource vendor on all issues, except payroll.
- Assist supervisors in hiring process by creating job descriptions, reviewing/forwarding applicants, conducting background checks and behavioral assessments of candidates.
- Complete new employee paperwork, ensure employee has proper office space, technology, uniforms, swag and training.
- Maintains and updates employee personnel files.
- Oversees, maintains and updates organizational policies, handbooks and safety/emergency response plans.
- Manages ordering, distribution and inventory of employee uniforms and logo wear.
Education, Experience and Requirements
- Successful candidates for this position must hold a Bachelor’s degree in Administration, Business, Human Resources or related field with at least 3 years of related experience. Have a proven track record in managing confidential information with strong personal ethics and integrity. Valid driver’s license, ability to travel statewide and flexibility to attend meetings and events in evenings and/or on weekends required.
Skills and Competencies
- Strong communicator that possesses excellent written, oral and interpersonal communication skills.
- High proficiency with Microsoft Office applications (Excel, Outlook, Word, PowerPoint) and ability to learn new technology quickly.
- Ability to work independently, take initiative and possess strong problem-solving skills.
- Strong skills in customer service, organizing, scheduling, planning and coordinating work.
- Ability to work in a fast paced environment with multi-faceted demands and deadlines.
- Strong organizational skills and detail oriented, yet flexible with an adaptable personal style