Choose a career where you can better someone else’s life, while bettering your own. The Company is the largest hunger relief organization in Northeast Ohio having provided over 50 million meals in 2021 to hungry people in Cuyahoga, Ashtabula, Geauga, Lake, Ashland and Richland counties. The organization’s mission is to ensure that everyone in these communities has the nutritious food they need every day.

Apply for a position at Company where we offer a culture of learning and development, competitive pay and amazing benefits including Low Cost Medical, Dental, Vision, Short-Term and Long-Term Disability, Life Insurance, Generous Retirement Plan, and Holiday Pay all starting on first day of hire and paid time off which starts after 90 days.

The Executive Assistant and Special Projects Coordinator is directly responsible for furthering our strategic priorities through high level strategic support of the President & CEO, the Company Board and other various stakeholders. 

SUMMARY 

This position works with the President and CEO, Board of Directors and senior leadership team to position the Company for success. This staff person will provide high level, executive support to the President and CEO; engage with the Board and coordinate Board business; and provide project management and other help to the senior leadership team as appropriate. This position will be responsible for meeting planning, anticipating needs and demands and working to provide logical, innovative, and creative   solutions to Company challenges on behalf of the CEO (and senior leadership team as appropriate.) They are a supporter, a communicator, and a jack or jill of all trades. The Executive Assistant and Special Projects Coordinator will carry out multiple projects   simultaneously while effectively prioritizing tasks and making decisions on behalf of the President and CEO and the organization. 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. This list is not   all-inclusive and other duties may be assigned.

• Manages, coordinates and ensures completion of special projects and/or assignments for CEO, working cross-functionally and with both internal and external groups. Projects include:
  • Researching high level opportunities related to furthering our mission;
  • Drafting or editing presentations and remarks for key meetings or events; 
  • Planning and coordinating high level meetings/activities/engagement opportunities with community leaders and/or key constituent groups.
• Manages the President & CEO’s schedule in Outlook, ensuring that CEO is prepared for upcoming events. 
• Coordinates Coit REHC Board meetings and Waterloo REHC Board meetings (i.e. preparing meeting materials, drafting minutes, confirming attendance, meeting set-up, inviting board members, scheduling, etc.).
• Anticipates issues that need advanced preparation and ensures effective follow up. Interacts with internal staff members to conduct and oversee preparation of materials.
• Coordinates key external and internal meetings. Includes reserving appropriate conference   rooms, ensuring the conference room is set with technology/water/etc., developing agenda topics/talking points, creating/copying materials, attaching materials to meeting invites, and other tasks as necessary.
• Gathers, coordinates and consolidates data from a variety of sources for presentations, reports and communications.
• Creates, edits, and modifies professional, presentation-ready slide decks in Microsoft PowerPoint. Works with internal teams to gather properly vetted data. 
• Coordinates all travel arrangements and conferences, updating CEO as appropriate. Includes sourcing and purchasing flights, reserving hotel rooms, printing agendas, and keeping track of communications and changes regarding travel/conference all in consultation with the CEO. 
• Writes letters and prepares correspondence materials using MS Word and Excel.
• Prepares bulk correspondence, name tags, and other documents with mail-merges using MS Word and Excel. 
• Coordinates Board meetings (i.e. preparing meeting materials, drafting minutes, confirming attendance, ordering food, meeting set-up, inviting guests, scheduling, etc.) as well as other board level committees staffed by the CEO. 
• Coordinates Coit REHC Board meetings and Waterloo REHC Board meetings (i.e. preparing meeting materials, drafting minutes, confirming attendance, meeting set-up, inviting board members, scheduling, etc.).
• Maintains accurate records Company Board meetings, keeping board documents up to date and accessible to CEO and senior leadership team; ensure records are stored appropriately. 
• Communicates with Company Board chair and their key staff, as well as other board leaders, to schedule meetings, follow up on initiatives assigned by CEO, etc. 
• Provides guidance to the CEO on Company Board related issues and helps ensure that all board work flows smoothly, and compliance requirements are met. 
• Facilitates problem-solving, provides consultation and decision-making support for the President and CEO. 
• Oversees workflow in CEO’s office and between members of the Senior Leadership Team – ensuring that all coordination is collaborative and takes into account all needs. Ensures that contracts, letters and other materials needing signatures are handled efficiently and on time. 
• Serves as an interface between CEO and external constituents. Answers phone calls, addressing issues, referring calls and taking messages as needed, keeping President & CEO informed of pressing issues that arise. 
• Represents the CEO at meetings with internal and external parties as needs demand.
• Oversees the Community Room Rental process for external partners, - managing agreement, forms, payment (as appropriate), and planning as necessary. Assures adherence to the agreement and procedures. 
• Support onboarding of new employees by coordinating new employee meetings with CEO and other tasks as assigned. 
• Creates and manages policies and procedures for records storage, protection, retrieval, transfer, and disposal in both short-term and long-term storage. Ensure appropriate files are destroyed each year in accordance with our record retention policy by corresponding with managers on file status and recommendations. 
• Maintains required job knowledge and skills and core professional competencies. Attends and participates in required educational programs and staff meetings.
• Performs other duties as assigned.

Supervisory Responsibilities

This position may supervise Administrative Assistant(s).

QUALIFICATIONS

BA required, along with strong writing, listening, communication, and problem solving abilities. Strong aptitude in Outlook and PowerPoint required and Raiser’s Edge a plus. Proficient in meeting scheduling software with great attention to detail and experience supporting executive level staff is preferred.

Must be able to work effectively both independently and as part of a team. Must have the ability to prioritize and juggle multiple priorities in a fast-paced environment. Strong in Windows based computer software, specifically MS Office – Word, Excel, Access, PowerPoint, and Outlook. Excellent typing skills and good judgement on sensitive matters are required. Must have personal vehicle used for occasional driving in this position. 

PHYSICAL REQUIREMENTS AND ENVIRONMENT

The physical requirements for this position include: Ability to frequently remain in a stationary position. Ability to move about inside the office to access file cabinets, office machinery, etc. frequently. Ability to operate a computer or other office productivity machinery constantly. Occasional ability to ascend/descend stairs to access work spaces. Ability to position or move body to access filing cabinets or other work equipment frequently. Ability to constantly exchange accurate information and communicate in person or via telephone with clients, partners, donors, coworkers and other members of the community. Must be able to constantly view a computer screen. Ability to move office equipment/supplies occasionally. Ability to lift 10-25 lbs on a regular basis. Travel is frequently required for this position. While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions and outside weather conditions. The noise level in the work environment is usually moderate.