Executive Assistant

Position:                         Executive Assistant Reports to:                     President & CEO Job Type:                        Full-time Location:                        Chicago, IL, USA Preferred The Global FoodBanking Network (GFN) seeks to nourish the world’s hungry through uniting and advancing food banks. GFN is the only international organization committed to fighting hunger by supporting food banking. In less than four years, GFN has grown from a $2m to a $20m+ organization reflecting the expansion of food bank operations across their network to meet the rising hunger need in 44 countries. Summary: GFN is seeking an Executive Assistant to provide support to the President & CEO. The Executive Assistant will ensure that the CEO maximizes the strategic use of her time, assists the CEO in managing the administrative components of the Board of Directors and other specialty advisory groups, conducts research, and provides support for the CEO in engaging in special events. The position is open due to internal advancement. This is an ideal job for someone who wants to learn and grown in a mission driven nonprofit. Responsibilities:
  • Plan, coordinate and ensure the CEO’s schedule is managed effectively.
  • Input and maintain CEO’s contact listings; ensure CEO’s contact records are effectively maintained in Salesforce.
  • Schedule internal and external meetings and maintain an active Outlook calendar that spans time zones.
  • Plan and schedule domestic and international travel arrangements and prepare pre-meeting reads and pre-travel briefing books. 
  • Conduct research and draft memos to support CEO public engagement using media outlets, UN reports, quantitative data, and other web-based sources.
  • Draft CEO talking points and prepare presentations to academic, civil society, and company audiences.
  • Plan all Board of Directors meeting logistics, including two, multi-day meetings annually at international locations.
  • Support the CEO in managing Board Committees and an independent group of Advisors. 
  • Take meeting minutes for Board of Directors meetings, Board Committee meetings, and internal meetings requested by the CEO.
  • Maintain official records for the Board of Directors and for the GFN leadership team. 
  • Prepare, proofread, and ensure accurate formatting of all correspondence going out under the CEO signature, including supporting an internal organization newsletter. 
  • Research, prioritize, and follow up on incoming issues.
  • Organize logistics for GFN team meetings and in-house events.
  • Assist in planning and execution of large scale engagement events.
  • Organize, print and digitalize files.
  • Prepare expense reports.
  • Maintain CEO’s PTO and allocation logs.
  • Draft correspondence as requested, often to non-English speaking colleagues.
  • Offer general support to the GFN office, including answering phones and opening and processing mail. 
  • Other projects as assigned.
  • Minimum of twenty college credit hours earned at an accredited institution.
  • Ability to work effectively in a remote environment, primarily utilizing digital tools.  The position is expected to use Zoom, a virtual filing system, Salesforce, and Monday project management tool daily. 
  • Culturally sensitive and globally minded.  Proficiency/fluency in second language is a plus. 
  • Exceptional planning and organizational skills. High attention to detail and accuracy.
  • Two years of relevant work experience in a professional setting.
  • Previous experience in planning complex travel arrangements to remote international locations preferred.
  • Demonstrated research and writing skills, specifically in aggregating, reviewing, and synthesizing qualitative and quantitative data. 
  • An intermediate to advanced level of proficiency with Microsoft Office Suite – especially with Outlook, Excel, and Powerpoint with the ability to quickly learn other applications.
  • Exhibit a high degree of professionalism, trustworthiness, and a demonstrated ability to handle confidential information.
  • Excellent communication skills-written and verbal. Experience working with and for senior leaders of the organization and/or Board members preferred.
  • Ability to work independently and meet deadlines while pro-actively managing multiple tasks and changing priorities.
  • Ability to develop and maintain productive working relationships with staff from all areas of the organization.
Travel Expectations: EA will be expected to travel 2-3x annually to international Board meetings and, at times, to GFN’s annual meeting. COVID-19 Considerations: Staff travelling on behalf of GFN are required to be vaccinated for COVID-19.  Those working in our Chicago office must also be vaccinated, wear masks and follow all Chicago mandated COVID protocols. To Apply: Please email a cover letter, resume, and salary expectations to hr@foodbanking.org. EOE The Global FoodBanking Network embraces a philosophy that recognizes and values diversity.  Its goal is to attract, develop, and retain a talented, diverse workforce in a culture where all employees will contribute to their fullest potential.