Nonprofit

Executive Assistant

Remote
Work must be performed in or near Austin, TX
New
|
Published 19 days ago

Details at a Glance

Job Type
Full Time
Start Date
August 26, 2024
Application Deadline
June 10, 2024
Experience Level
Intermediate
Salary
USD $0 - $73,522 / year

Description

Organization Overview 

Feeding Texas is the state association of food banks. Together with a network of 20 food banks we are the largest hunger-relief organization in Texas. Our mission is to lead a unified effort for a hunger-free Texas. Our network strives to ensure equitable access to nutritious food for all Texans, mitigate the root causes of hunger, improve community health and nutrition, strengthen crisis response, and engage all stakeholders in advocating for solutions to hunger. Learn more at www.feedingtexas.org. 

 

Job Summary 

The Executive Assistant will provide support to the CEO and other members of the Leadership Team, handling a wide range of administrative, human resource, and clerical tasks in support of a virtual office of diverse people and programs. This position will require interacting with staff (at all levels) and external stakeholders in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality. The Executive Assistant must be effective in planning, prioritizing and executing tasks in a timely manner. They must also exhibit skills in building & maintaining strong relationships both internally & externally. The ideal candidate has excellent written and verbal communication skills, problem solving skills and attention to detail and is comfortable with new technology, virtual meeting platforms, and scheduling systems.   

 

Key Responsibilities 

 

Executive Support 

  • Provide high-level administrative support to the CEO, including preparing for and attending Board meetings, supporting new Board member orientation, drafting general email correspondence, meeting scheduling / meetings, travel arrangements, and preparation of expense reports. 
  • Maintain external SharePoint site / Learning Management System for Board of Directors. 
  • Interact with external customers on behalf of the CEO and other members of the Leadership Team. 
  • Coordinate logistics and manage vendor agreements (travel / lodging, meeting space, materials, and meals) for board meetings, webinars, trainings, conferences, and other FT-sponsored events. 
  • Schedule and assist in preparation for leadership team meetings, staff meetings, and network calls. Create summaries of meeting discussions and decisions and coordinate any follow-up. 
  • Complete other projects assigned by the CEO or other members of the Leadership Team. 

 

Human Resources 

  • Post job descriptions, maintain files of candidate applications, and manage screening and interview processes 
  • Manage onboarding process, including obtaining required documents from new hires, scheduling orientation sessions, and coordinating IT set-up 
  • Ensure job descriptions, hiring SOPs, and onboarding/offboarding materials are regularly updated 

 

Administrative 

  • Coordinate logistics for team-building opportunities, “lunch-and-learns,” and other staff events 
  • Ensure organizational policies and procedures are documented, implemented, updated regularly, and communicated to staff on a regular basis 
  • Ensure virtual office needs of staff are met, including ordering laptops, home office equipment, technology, supplies, etc. 
  • Manage storage unit, including stocking with supplies as needed, keeping an updated inventory of its contents and retrieving/returning items for use by staff 
  • Order print materials (i.e., promotional materials, SWAG, reports, business cards, etc.) 
  • Maintain accurate distribution lists for internal and external email groups 
  • Manage autopay subscriptions, including updating payment card, renewing subscriptions, and keeping records of paid invoices 
  • Respond to external requests by routing callers to appropriate team member, food bank, or other community resources. 

 

All staff are expected to develop an anti-racist knowledge base and awareness of racial equity and racial justice strategies, participate in regular anti-racist trainings, and contribute to the development and integration of a racial justice framework at Feeding Texas.  

 

Minimum Qualifications 

 

  • Three to five years of full-time, wage-earning experience in a high-level administrative support position within a business environment and/or a non-profit organization 
  • In-depth knowledge of relevant software including MS Office Suite, project management tools, and web-based applications such as SharePoint 
  • Extensive knowledge of standard office administrative practices and procedures 
  • Experience negotiating vendor contracts 
  • Excellent written, oral and interpersonal communication skills 
  • Excellent organizational, planning, and problem-solving skills 
  • People-oriented 
  • Ability to juggle and adapt to multiple projects with attention to detail and accuracy while adhering to deadlines in a high-energy, fast-paced environment 
  • Able to work independently with little or no supervision 
  • Strong ethical character capable of exercising good judgment and discretion in handling confidential information 

 

All Feeding Texas staff should be committed to social and racial justice, with a belief that improving outcomes for all Texans—regardless of their race, place, or class—requires intersectional solutions that correct injustices and promote equity.  

  

COMPENSATION  

The salary for this position is $73,522. Feeding Texas offers a competitive benefits package. We strive to provide non-cash benefits that encourage a work-life balance and promote the physical, mental, and financial health of our employees and their families. 

 

LOCATION 

This is a remote position with occasional travel to meet with team members, attend board meetings, and participate in other in-person events. The Executive Assistant will be expected to work from home in Austin or within 50 miles of the city limits. Feeding Texas provides the necessary technology, equipment, and other supports to ensure a comfortable and conducive home working environment for employees.  

 

TRAVEL: 5% within the state of Texas 

 

TO APPLY 

Please upload your resume and complete a brief questionnaire here. The form will close at midnight on Sunday, June 10, 2024. We expect to have a candidate selected by early August with a start date no later than August 26. 

 

Feeding Texas is an Equal Opportunity Employer and strongly encourages people with lived experiences of hunger and members of traditionally underrepresented communities to apply, including people of color, LGBTQ identified people, gender-nonconforming people, individuals with disabilities, and people who speak a language in addition to English.    

Organization Overview 

Feeding Texas is the state association of food banks. Together with a network of 20 food banks we are the largest hunger-relief organization in Texas. Our mission is to lead a unified effort for a hunger-free Texas. Our…

Benefits

Health insurance (medical, dental, vision), 403b, PTO, paid parental/caregiving leave

Health insurance (medical, dental, vision), 403b, PTO, paid parental/caregiving leave

Level of Language Proficiency

Bilingual English-Spanish preferred

Bilingual English-Spanish preferred

Location

Remote
Work must be performed in or near Austin, TX
Associated Location
Austin, TX, USA

How to Apply

Please upload your resume and complete a brief questionnaire here. The form will close at midnight on Sunday, June 10, 2024. We expect to have a candidate selected by early August with a start date no later than August 26. 

Please upload your resume and complete a brief questionnaire here. The form will close at midnight on Sunday, June 10, 2024. We expect to have a candidate selected by early August with…

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