[Hiring] Executive Assistant to the CEO @The Global FoodBanking Network

Role Description

The Executive Assistant provides high-level administrative and strategic support to the Chief Executive Officer. The role manages complex scheduling, prepares executive-level materials, and facilitates communication with the Executive Team, Board of Directors, donors, and key external stakeholders. This position requires exceptional organizational skills, strong judgment, discretion, and the ability to manage multiple priorities in a fast-paced, mission-driven environment.

Duties and Responsibilities

• Executive Support
  • Maintain organized systems and consistent processes for managing the CEO’s schedule, communications, and key commitments while adapting quickly to changing priorities.
  • Proactively manage follow-up tasks, communications, and logistics related to the CEO’s priorities.
  • Manage the CEO’s calendar, prioritizing meetings, travel, and commitments.
  • Prepare and organize briefing materials, reports, presentations, and correspondence for internal and external meetings.
  • Coordinate domestic and international travel, including hotel booking, itineraries, visas, transport, and expense reporting.
  • Draft, edit, and manage high-level communications on behalf of the CEO.
  • Serve as a trusted liaison between the CEO and internal/external stakeholders.
• Executive Team Coordination
  • Coordinate Executive Team meetings including scheduling, agenda preparation, and follow-up on action items.
  • Support cross-departmental communication and ensure alignment of priorities across leadership.
  • Assist in tracking strategic initiatives and leadership priorities.
• Board of Directors Support
  • Manage logistics for Board and committee meetings (in person and virtual).
  • Event planning and logistical support for in-person board gatherings.
  • Maintain Board records, governance documents, and meeting minutes.
  • Coordinate communication between the CEO, Board members, and committees.
  • Support the preparation of board reports, presentations, and governance documentation.
• Project & Administrative Management
  • Assist with the planning and execution of special events as assigned.
  • Manage special projects on behalf of the CEO, including research, coordination, and follow-through.
  • Track key initiatives and ensure deadlines and commitments are met.
  • Maintain confidential files and organizational records.
  • Identify opportunities to improve administrative systems and processes within the Executive Office.

Qualifications

• Exceptional organizational skills.
• Strong judgment and discretion.
• Ability to manage multiple priorities in a fast-paced environment.

Requirements

• Experience in high-level administrative support.
• Proficiency in managing complex schedules and communications.
• Strong written and verbal communication skills.

Benefits

• Competitive salary range: $61,400 to $76,700.
• Flexible work location: Chicago, IL or United States (Remote).