Executive Administrative Associate

Executive Administrative Associate

  • Full Time
  • Boston

Website The Greater Boston Food Bank

This Executive Associate (‘EA’) position supports the Chief Information & Strategy Officer (CISO) and the Executive of Vice President, Human Resources & Administration (EVP, HR/Admin) with a diverse range of critical, time sensitive executive administrative functions and computer-oriented technical functions on a fast-paced basis.  The EA should be motivated, professional, courteous, and consistent, with a close attention to detail and timelines.  The EA should possess strong written, verbal communication, and computer software skills.   


Position Essential Duties and Responsibilities

Manage the CISO’s and the EVP of HR/Admin’s calendar and travel scheduling, including but not limited to:  prioritizing, scheduling, planning, organizing internal and external meetings, and resolving schedule conflicts on a timely basis
Manage executive files (paper/electronic) for the CISO and EVP, HR/Amin
Maintain status as a notary public; notarize and post documents via certified mail as needed
Produce timely, accurate, and consistent letters, minutes, memos and agendas
Perform light administrative functions including but not limited to:  meeting registration, expense report management, travel planning, and invoice approval/review
Create high quality ‘Board-level’ presentations
Arrange for meeting materials preparation, catering, and room setup and restoration as needed
Coordinate and attend Board Committee meetings as assigned, supporting presentation delivery during those meetings.  The incumbent may be called upon to take and transcribe meeting notes in the form of minutes 
If required, attend other meetings and accurately take and transcribe meeting notes in the form of minutes, often early in the morning but may include evening meetings
Collaborate with other Executive Administrative Associates and provide administrative backup as necessary and take direction from other Executive Leaders as appropriate   
Other duties as assigned

Knowledge, Skills and Abilities

Excellent written, oral and interpersonal skills
Digital competency, including demonstrating proficiency in Microsoft (MS) 365 tools including MS Office, SharePoint, and Teams
Experience in technologies. Including, but not limited to, ADP, Salesforce, NetSuite, Zoom Meeting and Zoom Phone administration (or similar platforms).
Excellent organizational skills, strong prioritization skills and irrefutable attention to detail.
Experience building and fostering relationships across business functions
Ability to prioritize and be proactive
Excellent customer service skills; and a positive and instructive phone manner
Detail oriented with sensitive tasks on a consistent basis
Ability to multi-task, work under pressure and meet deadlines required
Must be a flexible team player
Critical thinking ability


Mandatory Education and Experience

Three to five years of experience as a high-level Executive Associate with excellent customer service skills
High School diploma required; Bachelor’s degree preferred
Highly organized with demonstrated ability to multi-task and prioritize
Excellent to advanced proficiency with large document creation and management, spreadsheets, and presentations in MS Office, Adobe XI, and Salesforce.com. (styles, formulas, macros, pivot tables)
Excellent skills with Adobe Suites presentation and graphic management
Ability to manage confidential information and sign non-disclosure agreement
Ability to work both independently and in a team environment as a flexible team player
Interest and commitment to GBFB’s mission to “End Hunger Here”


Work Environment/Physical Demands:

Ability to sit a minimum of 3 hours
Lift up to 25 lbs.
Valid driver’s license

Travel required

Occasional local travel

To apply for this job please visit workforcenow.adp.com.