Executive Assistant

$53,000 - $66,000/Yr

Regional Food Bank Of Oklahoma - Oklahoma City, OK

Full-time - Entry Level

Oklahoma City, OK

Social Assistance

About the position

At the Regional Food Bank of Oklahoma, we are dedicated to leading a network that provides nutritious food and pathways to self-sufficiency for individuals facing hunger. As an Executive Assistant, you will play a vital role in supporting the CEO and ensuring the smooth operation of their office. This position requires an organized and detail-oriented professional who is passionate about supporting executive leadership. You will manage the CEO's calendar, coordinate travel arrangements, and handle various administrative tasks, including expense reports and confidential correspondence. Your ability to keep the CEO informed and prepared for upcoming commitments will be essential for the success of this role. In your daily responsibilities, you will serve as a key liaison, communicating on behalf of the CEO with donors, staff, and Board members. This includes assisting with donor engagement and meeting coordination. You will also manage access to the CEO's time and office, ensuring efficient use of their schedule. Discretion and confidentiality are crucial in all interactions, as you will be privy to sensitive information. Your role will also involve facilitating meetings, scheduling Officer Team meetings, and preparing agenda topics to support the Board and organization. You will communicate directly with Board and Committee members, ensuring that meetings are well-organized and productive. Additionally, you will help the Board Governance Committee in recruiting new members and ensuring compliance during Board and Committee meetings. Maintaining records of Board member terms and service requirements will also be part of your responsibilities, along with upholding discretion and confidentiality in all stakeholder relationships.

Responsibilities

• Manage the CEO's calendar, including appointments and travel arrangements.
• Handle expense reports, confidential correspondence, and meeting minutes.
• Serve as a liaison, communicating with donors, staff, and Board members on behalf of the CEO.
• Assist with donor engagement, meetings, and correspondence.
• Coordinate access to the CEO's time and office, managing the approvals process.
• Schedule and organize Officer Team meetings, providing agenda topics to support board and organization.
• Communicate directly with Board and Committee members, scheduling and preparing for meetings.
• Keep the CEO informed of upcoming commitments and responsibilities.
• Manage development and distribution of Board and Committee agendas and informational materials.
• Help the Board Governance Committee in recruiting new members.
• Ensure compliance during Board and Committee meetings and maintain meeting minutes for Board, Foundation Board, and Committees.
• Maintain records of Board member terms, service requirements, and contact information.

Requirements

• Obtaining an associate's degree or working for at least two years in a relevant field.
• Supporting C-Level executives for at least five years.
• Managing a diverse workforce.

Nice-to-haves

• Obtaining a bachelor's degree or working for at least four years in a relevant field.
• Working in a non-profit organization.

Benefits

• 100% paid medical, dental, vision, short-term disability and basic life insurance
• Long-term disability
• Supplemental life insurance
• 401(K) retirement plan
• Paid parental leave
• Flexible spending accounts
• Holiday savings program
• Paid time off (based on years of service) and 11 paid holidays plus three floating holidays
• Wellness events