Executive Administrative Assistant

COMMUNITY HARVEST FOOD BANK OF NORTHEAST IN, INC

JOB DESCRIPTION

JOB TITLE: EXECUTIVE ADMINISTRATIVE ASSISTANT

DEPARTMENT: ADMINISTRATION/RESOURCE DEVELOPMENT

REPORTS TO:  PRESIDENT & CEO AND DIRECTOR OF DEVELOPMENT

Community Harvest Food Bank is seeking a highly organized and dependable Executive Administrative Assistant to provide administrative support to the President & CEO and the Director of Development. This full-time position plays a key role in keeping daily operations, leadership priorities, and fundraising activities running smoothly by providing proactive executive-level assistance, managing schedules and records, supporting Board and committee activities, and assisting with donor communications, events, and development projects. The ideal candidate enjoys working behind the scenes, can balance multiple priorities with professionalism and discretion, and is comfortable supporting both senior leadership and fundraising efforts in a collaborative, mission-driven environment.

ESSENTIAL JOB FUNCTIONS:

Executive Assistant (50%)

Manage and maintain the President and CEO’s calendar, including scheduling meetings, coordinating travel arrangements, and ensuring alignment with Board and organizational commitments.

Serve as the primary liaison between the President and CEO and the Board of Directors, supporting all Board and subcommittee activities, including maintaining calendars, coordinating meetings, preparing agendas, assembling and distributing board packets, recording and maintaining minutes, managing board portal content, and ensuring all materials for review and voting are complete and timely.

Coordinate Board events and organization hospitality, including arranging catering, managing general boardroom availability scheduling with staff, and maintaining a calendar of key dates such as meetings, special events, and recognition (e.g., Board members, staff, and major donors).

Maintain organized, secure, and confidential records, including Board documentation, correspondence, and meeting minutes, ensuring appropriate accessibility.

Oversee office operations support, including monitoring and ordering office supplies within budget and with appropriate approvals.

Resource Development (50%)

Provide administrative and coordination support to the Director of Development, including scheduling appointments and meetings, preparing agendas and minutes, and collaborating with internal departments and external contacts as directed.

Maintain accurate and up-to-date data and records, including data entry, file organization (physical and digital), and tracking deadlines with appropriate reminders to support Resource Development operations.

Support the Director of Development through drafting, proofreading, and distributing correspondence, as well as assisting with donor communications, stewardship activities, and development-related research as requested.

Assist with development department events and campaigns, including clerical support, coordination, and execution of fundraising activities.

Perform occasional local errands and off-site tasks in support of departmental needs.

This list is not all-inclusive and other duties may be assigned.

PHYSICAL/LIFE SKILLS/PROFESSIONAL REQUIREMENTS:

Demonstrate strong organizational, problem-solving, and communication skills, including excellent verbal, written, telephone, and proofreading abilities with a high level of attention to detail.

Exhibit professionalism, dependability, and punctuality, with the ability to manage multiple priorities, work independently under general supervision, and maintain strict confidentiality and discretion.

Maintain proficiency in Microsoft 365, Google Workspace, email, shared documents, and related office technologies, with the ability to accurately transcribe and extract information from drafts, notes, and memos.

Be available to work occasional overtime and weekends as needed.

Possess reliable transportation, a valid driver’s license, insurance, and a clean driving record, and be able to perform occasional local travel and errands.

Be capable of performing standard office tasks, including use of office equipment, and meeting physical requirements such as prolonged sitting with occasional standing, bending, and lifting up to 25 pounds.

Minimum of three years in progressively responsible executive/administrative assistant roles.

EDUCATIONAL REQUIREMENTS:

Associate degree preferred.

Equal Employment Opportunity 

It is the policy of Community Harvest Food Bank of Northeast Indiana, Inc. to provide equal employment opportunities to all people without regard to race, color, religion, national origin, age, sex, or disability and to promote the full realization of that policy.  CHFB will assure equal employment opportunities in all personnel actions and procedures including, but not limited to recruitment, hiring, training, transfer, promotion, compensation, and benefits.