Job description
Position Summary:
The Executive Assistant will provide streamlined support for the Chief Logistics Officer (CLO) and the Operations Department. This role will handle a broad variety of activities including, but not limited to; managing an active calendar of appointments, preparing reports and presentations, conducting research and analysis, creating templates and managing agendas. The ideal candidate will be interested in report writing and analysis and preparing presentations. Frequent travel among Philabundance’s four Philadelphia locations required.
Who We Are:
Philabundance was founded in 1984 with the simple belief that no one should go hungry while healthy food goes to waste. Our mission is to drive hunger from our communities today as we work to end hunger for good. Today, Philabundance is the Delaware Valley’s largest hunger relief organization, covering a service area of nine counties in PA and NJ, moving over 50 million pounds a year. In addition to food distribution, we strive to reduce food waste, increase access to nutritious meals, and tackle the root causes of hunger through programs such as the Philabundance Community Kitchen and working with community organizations that provide critical life skills and services to engage in holistic strategies that provide food in addition to: Education, Financial literacy, Health services, Housing and more; with the goal of shortening the line at food distribution sites.
Primary Job Functions:
- Manage calendars, communications, and presentations for CLO
- Assist with preparing department reports and presentations for Board of Director (BOD) meetings and BOD committee meetings
- Provide logistical and event planning support with company visits and events
- Facilitate various internal meetings by scheduling, creating meeting agendas, note taking, providing timely meeting minutes, and appropriately following up on deliverables
- Draft, edit, and proofread memos, correspondence, meeting materials, and presentations
- Prepare CLO for partner meetings, including scheduling
- Organize and maintain partner contact information
- Manage administrative projects including research and analysis as needed
- Prioritize conflicting needs; handles matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures
Position Responsibilities:
- Coordinate budget activity through tracking, reconciling and processing credit card purchases, reimbursement claims and expense reports
- Maintain clear and accurate operations documents/procedures for reference purposes
- Provide project management support for planning and execution of CLO-related initiatives
- Assist Executive Team as requested with scheduling, expenses and travel arrangements; provide support to Executive Administrative team as needed
- Develop and update administrative systems and processes to enhance efficiency
- Other duties as assigned
Knowledge, Skills and Abilities:
- Demonstrated experience with time management, organization, and prioritization within a fast-paced environment
- Critical thinking and the ability to interact with all levels of management
- Ability to work independently, organize and prioritize workload
- Ability to communicate clearly and concisely both verbally and in writing
- Ability to excel with minimal supervision
- Ability to handle multiple assignments simultaneously with high attention to detail
- Strong sense of initiative, creative problem solving, flexibility, and discretion
- General office and data entry experience with a keen eye for detail
- Proficient computer literacy with Microsoft Office Suite, Google Suite, Trello, Slack; willingness to learn and utilize new technologies
- Distribution and logistics knowledge or background a plus
- Bachelors’ Degree in business administration or equivalent combination of education and experience
- Minimum of three years of administrative assistant/executive assistant experience
- Project management experience or education a plus
- Demonstrated flexibility as role evolves
Physical Demands:
- Travel and fieldwork is required. Must be willing and able to travel within the service area (using public transportation, rideshare service, personal vehicle or other means).
- Work in a seated position up to 8 hours a day, 5 days a week; may be required to work weekends and evenings with the flexibility to be on site for events with short lead times
- See, hear and speak with sufficient capability to perform assigned tasks and maintain proper job safety conditions
- Must be able to read words and numbers accurately
- Lift/lower, push/pull and carry objects/parcels no greater than 50 pounds; when lifting/lowering, pushing/pulling and carrying objects/parcels greater than 50 pounds use 2 people or mechanical means
- Demonstrate cognitive ability to:
- Follow directions and routines
- Concentrate, memorize, and recall
- Identify logical connections and determine sequence of response
- Evaluate problems; escalate and inform management as necessary
Beyond the paycheck:
- Full benefits package, including medical, dental & vision with wellness discounts
- Employer-paid Disability and Life insurance policies
- Employee Assistance Programs
- Dedicated monthly professional development & training
- PTO after 30 days of service
- 403(b) retirement fund
- Tuition assistance
Philabundance is an essential business. We believe and support the safety and security of all of our employees, volunteers, and partners. Background checks will be completed for final candidates.
Philabundance is an equal opportunity employer. All aspects of employment including the decision to hire, promote, discipline, or discharge will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, gender, sexual orientation, gender identity or expression, veteran status or any other status protected under federal, state or local law. We are committed to inclusion, equity, and diversity.
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