Executive Assistant

COMMUNITY HARVEST FOOD BANK OF NORTHEAST IN, INC

JOB DESCRIPTION

JOB TITLE: EXECUTIVE ASSISTANT

DEPARTMENT: ADMINISTRATION

REPORTS TO:  PRESIDENT & CEO

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

ESSENTIAL JOB FUNCTIONS:

Manage and maintain the President and CEO’s calendar, appointments, and travel arrangements, ensuring efficient use of time and priorities.

Prepare correspondence, reports, presentations, and briefing materials, ensuring accuracy, clarity, and professionalism.

Serve as a liaison between the President and CEO, staff, board members, and external partners, facilitating smooth communication and workflow.

Coordinate meetings, including agendas, materials, logistics, and follow-up actions, ensure all deliverables are completed on time.

Assist with strategic projects and initiatives, providing research, analysis, and administrative support to achieve organizational goals.

Maintain organization-associated contracts and ensure compliance with all terms, renewal dates, and regulatory requirements.

Monitor deadlines, action items, and key commitments on behalf of the President and CEO, providing proactive reminders and updates.

Handle confidential information with discretion and maintain a high level of professionalism in all interactions.

Perform other duties as assigned to support the President and CEO and advance organizational objectives

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

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 assistant roles.

EDUCATIONAL REQUIREMENTS:

Associate degree preferred.