Executive Assistant Job at Operation Food Search in St Louis

Overview

Position Title: Executive Assistant

Reports To: President & CEO (primary) & Chief Development Officer (secondary)

Department: Administration & Development

FLSA: Non-Exempt; Status: Full or Part-time (minimum 30 hours/week); Hourly Range: $21 28 / hour

Position Summary

The Executive Assistant to the President & Chief Executive Officer (CEO) and Chief Development Officer (CDO) provides high-level, mission-critical administrative support to OFSs two most externally facing leaders. This role is integral to the success of OFSs executive operations and philanthropic strategyhelping to drive organizational clarity, connectivity, and momentum across the leadership team, the Board of Directors, and our donor network. This position requires exceptional communication, logistics, discretion, emotional intelligence, and a proactive spirit. It is ideal for someone who is highly organized, thrives in fast-paced environments, and is committed to advancing a cause that matters.

If youre energized by mission-driven work, thrive in dynamic environments, and want to support visionary leadership at a pivotal moment of organizational transformation, this role is for you.

Essential Functions

President & CEO Support

• Coordinate meetings, events, and appointments for the CEO, including internal and external engagements, speaking events, and strategic planning sessions
• Prepare and manage communications, meeting agendas, materials, and follow-up action items on behalf of the CEO
• Provide support for executive correspondence, credit card reconciliation, travel planning, and mileage logs
• Monitor and organize the CEOs e-mail inbox, flagging priorities and responding to or routing requests as appropriate
• Serve as liaison to the Board of Directorsmanaging meeting logistics, onboarding processes, materials preparation, and post-meeting communications

Chief Development Officer Support

• Coordinate meetings, events, and appointments for the CDO, including internal and external engagements
• Prepare and manage communications, meeting agendas, materials, and follow-up action items on behalf of the CDO
• Provide support for correspondence, credit card reconciliation, travel planning, and mileage logs
• Monitor and organize e-mail and hard copy files
• Assist in coordinating donor correspondence, tracking tax credit applications, and donor documentation
• Provide on-the-ground assistance for special events including donor receptions, community gatherings, and fundraising initiatives
• Serve as backup for gift data entry

Organizational Coordination

• Serve as a connector between departments to support cross-functional initiatives and ensure smooth execution of high-priority projects
• Prepare internal documents, PowerPoints, and reports as needed to support executive-level decision-making, presentations, and donor relations
• Coordinate internal meeting logistics, including room reservations, supplies, tech set-up, and refreshments

Education And/or Experience

• Bachelors degree preferred
• 5+ years of professional administrative experience supporting executives or senior leadership, ideally in a nonprofit or mission-based environment

Knowledge, Skills And Abilities

• Passion for OFSs hunger relief mission
• Proven ability to manage multiple priorities and adapt quickly to change
• Strong writing, communication, and interpersonal skills; able to represent OFS with professionalism and warmth
• High level of integrity, discretion, and emotional intelligenceespecially when handling confidential matters
• Skilled in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); experience with donor databases is a plus

Special Requirements

• In-office position
• Occasional travel required for meetings and events
• Flexibility in working hours for occasional special events after-hours or weekend activities
• Willingness to execute other OFS duties that dont fall under regular job duties

Working Conditions And Physical Demands

• Sedentary inside office work with limited exposure to weather conditions

Ability to stand for extended periods of time, both indoors and outdoors

Benefits FT Positions

• Medical, dental, and vision coverage
• HRA, HSA, and FSA options
• Short-Term Incentive Plan (STIP)
• 401(k) retirement plan
• Vacation and sick time, paid holidays
• Company paid long-term disability income
• Company paid term life and AD&D insurance
• Voluntary employee paid short-term disability income
• Employee assistance program
• Wellness support
• Potential for student loan forgiveness, if qualified

To Apply

Please submit your application and include your resume at https://www.operationfoodsearch.org/careers/

Location

1644 Lotsie Blvd., Overland, MO 63132

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, or protected veteran status.

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