Charitable Advisors LLC
  • 05-Oct-2018 to 04-Nov-2018
  • - Gleaners’ Food Bank
  • Indianapolis, IN, USA
  • Full Time

The Executive Administrative Assistant provides daily administrative support and office management to the senior leadership team of the organization in an effort to enhance short-term tactical and long-term strategic goals.  This includes providing key support for day-to-day operations in order to achieve accelerating growth and increased complexity in pursuit of Gleaners' mission "to lead the fight against hunger."  This position reports directly to the President & CEO and Chief Human Resources & Administrative Officer (CAO).  This positon is an important ambassador for the food bank and represents "the face of Gleaners" to internal and external constituents. 
Position Essential Functions and Responsibilities: 
To be successful in this role, an individual must be able to perform in a satisfactory manner the functions/responsibilities listed below.  Nothing in this description restricts the right of management to assign or reassign duties and responsibilities to this job at any time, without notice; however, Gleaners will make reasonable accommodations to enable individuals with disabilities to perform these functions.  This job description is not an employment agreement or contract.
Essential Functions:
• Provide administrative support to President & Chief Executive Officer and Board of Directors: (estimated at 50% of work effort)
    o Act as a staff project manager in support of the organization's comprehensive strategic plan and concurrent transformational change budget efforts. This includes overall support and coordination with the contract firm facilitating the strategic plan, ensuring the effectiveness of five temporary working groups and maintaining highly-organized records of all aspects of the strategic planning effort.
    o Act as lead coordinator for CEO-led county stakeholder visits.
    o Attend senior staff, Board and Board committee meetings and events as needed, prepare and distribute meeting agendas, compile and distribute notes, maintain committee and board documentation and correspondence files and meeting follow-up.
    o Provide support as needed of the CEO's appointments, travel, reports and, meeting preparations.
    o Develop and execute effective administrative functions to increase productivity of the CEO & SLT; this may include occasional special projects.
    o Provide administrative support and office management leadership to food bank leadership (CFO/COO, Chief Programs and Community Collaborations Officer, Chief Philanthropy Officer and the Board of Directors)
     >   Develop and execute effective administrative functions to increase productivity of the Senior Leadership Team (CEO, CFO/COO, CAO, and Chief Programs Officer); this may include occasional special projects.
     >   Provide administrative support for donor and prospect activities such as organizing and producing materials, donor meeting and event responses. 
     >   Assist with event planning, logistics and execution of donor and other related constituent events as needed (e.g. annual reception in conjunction with October Board meeting, stewardship events, fundraising events).
     >   Maintain proficiency in utilization of donor management system to assist with updating constituent information and accessing key information needed by senior leadership.
    o Ensure and maintain confidentiality related to all SLT, donor and Board matters.
• Provide administrative support to Chief Human Resources & Administrative Officer: (estimated at 50% of work effort)
    o Lead new hire on-boarding and orientation, including ensuring documentation is current and complete
    o Support the CAO in leading, implementing and documenting the program to invest in every employee, including formal training.
    o Provide support with employee engagement activities/events.
    o Act as an on-site leader and contact for the Teen Works or equivalent program.
    o Act as an administrative support resource for on-site interns and VISTA's.
    o Ensure and maintain confidentiality related to all personnel matters.
    o Provide back up front desk support during Receptionist breaks and time off.
• Assist with other duties as assigned.
The requirements listed below are representative of the education, experience, knowledge, skills, and/or abilities an individual needs in order to perform this job successfully.
Education and/or Experience:
• Bachelor's degree preferred.
• Preferred demonstrated administration experience in a senior leadership team office.
• Experience in non-profit fundraising, customer service and/or sales preferred.
• Understanding of the stages of donor (customer) relationships and philanthropy (sales).
Language Skills:
• Exhibit outstanding interpersonal, verbal, written and presentation communications skills.
• Ability to read and understand instructions.
• Ability to prepare, write, edit and proof letters and other documents.
• Ability to convert verbal ideas to written documents and action plans.
• Ability to professionally communicate with a wide variety of stakeholder audiences (volunteers, donors, corporate contacts, staff, board, etc.) with appropriate courtesy and respect.
Mathematical/Reasoning Skills:
• Ability to perform basic math functions, calculate figures and create graphs.
• Excellent problem resolution and analytical skills.
Technical/Computer Skills:
• Advanced knowledge in MS Office (specifically Word, Excel, PowerPoint, and Outlook).
• Experience with Customer relationship management (CRM) systems preferred (Blackbaud experience a plus).
• Ability to operate computer, multi-use copiers, fax machine, telephone.
• Valid driver's license/Clean driving record /must be insurable by company vehicle insurance provider.
Other Skills and Abilities:
• Personal qualities of integrity, credibility and commitment to serving the mission of Gleaners Food Bank of Indiana; an understanding of and heartfelt passion for our organization's work and those we serve.
• Highly organized, detail-oriented and professionally mature with the ability to handle multiple priorities and work independently under minimal supervision. 
• Excellent project management, planning and time management skills.
• A wide degree of creativity and latitude.
• Self-motivated with a positive and professional approach to management; capacity to act as a mutually-trusted bridge between Board/senior leadership and all other staff.
• Results-orientated, a passion for creativity, innovative vision, and passion for out-of-the-box thinking.
• Ability to maintain confidentiality.
Core Competencies:
• Communication: communicates verbal and written ideas and thoughts clearly, accurately, and respectfully; listens to others and seeks to understand others' perspectives.
• Customer Service: responds to internal and external customer needs in a timely and professional manner; maintains personal accountability and ownership for providing a high level of customer service.
• Reliability/Dependability: completes tasks accurately, thoroughly, and on time; arrives on-time to work and meeting; accepts assignments and follows through on promises and all aspects of assigned work.
• Respect and Integrity: delivers honest feedback in a supportive and constructive manner; demonstrates fair treatment of others and supports a positive environment.
• Teamwork: collaborates with and supports co-workers on projects/tasks by helping out as needed; provides adequate lead time for others to meet deadlines; is willing to help the team on all tasks.
• Work Habits/Planning: effectively plans, organizes, and prioritizes work; displays a positive attitude and remains consistent in work actions and the ability to support the team/organization.
Click the APPLY button to submit resume and cover letter, or mail to:  Gleaners Food Bank, 3737 Waldemere Ave., Indianapolis, IN  46241.
Gleaners Food Bank is and Equal Employment Opportunity Employer and  provides equal opportunities for employment and advancement for all individuals, regardless of age, gender, race, religion, color, disability, veteran status, sexual orientation, national origin, or any other legally protected category.

This position has been closed and is no longer available.
Charitable Advisors LLC


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