Come Work for a Wonderful Non-Profit Company in Central Pennsylvania!
We are looking for an experienced full-time Executive Administrator to provide essential administrative support to the Chief Executive Officer and senior executive team, and coordinate and support the Central Pennsylvania Food Bank (CPFB) Board of Directors and Committee relationships. This position will manage projects, meetings, and activities for the Board of Directors, executive staff, and committees. In this highly visible role, excellent communication and collaboration are paramount.
Our Commitment to Equity, Diversity, Inclusion, and Belonging:
Hunger disproportionately harms neighbors and communities that have been systemically marginalized. As we work toward a future where no one in central Pennsylvania lives with hunger, we must also work against racism and other systemic obstacles that prevent people from thriving. We will listen to and learn from members of historically under-represented groups. We will value their lived expertise and experiences as we shape our charitable food network to equitably meet the needs of our neighbors. We will ensure that our diverse community is reflected in our board of directors, management, staff, volunteers, partner organizations, and donors in a manner that upholds equity, inclusion, and belonging.
Benefits:
- Medical, Dental & Vision Insurance
- Health Savings Account/ Flexible Spending Account
- Company Paid Life Insurance
- Company Paid Short-term Disability & Long-term Disability
- 401k
- Paid Time Off
- 13 Paid Holidays
- Employee Assistance Program
Job Accountabilities:
Chief Executive Officer (CEO)
- Maintain CEO’s schedule.
- Manage travel arrangements.
- Prepare correspondence for signature.
- Upon request, respond to routine inquiries, and draft correspondence on behalf of the CEO.
- Prepare expense reports.
- Maintain filing systems or organizational indexes.
- Schedule staff/CPFB meetings.
- Coordinate Feeding America Audit.
- Coordinate Feeding America NAR Report.
- Perform other duties and tasks as assigned.
Senior Leadership
- Review and manage contracts and other communications for the CEO, executive staff, and committees.
- Manage events and meetings, including booking venues and arranging catering.
- Schedule meetings using tools like doodle poll for the CEO and executive team.
- Manage calendars, scheduling appointments, trainings, team meetings, etc. for CEO, executive staff, and committees.
- Provide a broad range of project management. Compose and prepare correspondence, reports, and presentations.
- Perform meeting, conference, and training registrations for the executive team and management staff.
- Assist Executive Team meetings with preparing agenda, action items, meeting minutes etc., as needed.
- Coordinate bi-weekly meetings with the Chief Executive Officer.
Board of Directors and Committee Members
- Plan, organize, and prepare for Board of Director meetings and develop official meeting transcripts.
- Assist in developing a Board Information Portal; manage this Portal once completed.
- Coordinate and provide support to Board and Committee meetings, maintain accurate meeting minutes, distribute meeting materials on a timely basis, and provide meeting snacks/drinks where appropriate. Leverage technology for meeting effectiveness, including virtual attendance.
- Perform all Board and Committee work in a manner that upholds Board independence and confidentiality.
- Collaborate with the Marketing Team of the Development Department to promote and facilitate Board and Committee Member engagement activities (Marketing is the lead).
- Coordinate Strategic Planning meetings and retreats and prepare and distribute related materials.
- Perform Governance/Board work by accepting applications from prospective Board/Committee members, distributing to the Governance Committee for votes, updating Governance packets with this information, preparing the Board vote for nominees, etc.
- Maintain CPFB Board and Committee contact lists.
- Prepare "weekly news" correspondence to the CPFB Board of Directors and Committee Members.
- Prepare Monthly Board packet with Chief Executive Officer report, metrics, financials, and meeting dates.
- Maintain Board Member data.
- Maintain CPFB Board orientation process and related materials.
- Maintain Conflict of Interest, Confidentiality documentation, and other yearly board tasks.
- Correspond with Board and Committee members, as needed.
- Perform other duties and tasks as assigned.
Staff
- Primary back-up to the Harrisburg Receptionist by covering the switchboard, applying postage to mailings, and other miscellaneous administrative duties.
- Primary back-up to the Harrisburg Receptionist on receiving office mail, forwarding sensitive mail to the Chief Administration Officer, and funneling additional mail to specific departments and individuals per the mail processing procedure.
- Primary back-up to the Harrisburg Receptionist on totaling the mailed donations, dropped off donations, and payments to Customer Service and batching to the Finance Department as soon as feasible.
- Develop and maintain a filing system for organizational contracts.
- Assist the Employee Training and Development Specialist in orientation of new employees.
Other Duties:
- In instances of a federal, state, or locally declared emergency, CPFB is typically considered an essential service and emergency responder; all of its employees may be called in to perform regular or emergent duties.
- This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
