Our Mission. The West Suburban Community Pantry (WSCP) offers food for hungry people and resources to empower people to improve their quality of life. Serving over 5,600 individuals each month, WSCP is integral to helping our low-income community residents in DuPage and Will Counties receive the nutrition they need and supports to have a higher quality of life. We work to break down barriers to food assistance, implement new services to best help people in our community, encourage volunteerism, and educate our donor base about existing needs. Together we can realize our vision of a community without hunger.
Opportunity. We are seeking an experienced Executive Administrator to provide high-level administrative support to the CEO, and our Executive Leadership team as needed. The successful Executive Administrator will demonstrate a high level of organizational and interpersonal skills, as well as thrive in a fast-paced environment, be proactive, organized, and diplomatic with others.
Key Responsibilities:
- Provide high-level administrative support and assistance to the CEO and other leadership staff at times.
- Manage and execute all administrative tasks required; specifically calendar management.
- Prompt and support the CEO in preparation for and in follow-up to engagements and commitments.
- Support the planning and execution of Board of Directors meetings and related functions. Assemble and distribute board meeting materials and handle meeting logistics. Track needs for, update, and maintain board related records.
- Track, draft, proofread, and/or process correspondence, reports, and other materials in support of the CEO.
- Operate in a high level of confidentiality.
- Organize, coordinate, and execute all external meetings from local organizations and local leaders; including set-up of meeting space, coordinating food and beverage needs and ensuring all technology requests are met according to the client’s specifications.
- Accurately record meeting minutes while displaying discretion of sensitive information.
- Deliver timely reminders to CEO concerning meetings, deadlines, and other commitments.
- Works with the offsite accountant to ensure that any issues of reimbursements are promptly addressed and other light accounting.
- Facilitate any issues that arise with staff and the ADP payroll and human resources functions; support with onboarding new staff.
- Maintain and organize paper and electronic receipts; provide calendar reporting, expense reporting, and travel expense reports.
- Maintain confidentiality of all personnel, board of directors, donor, and additional leadership matters.
- Main point of contact for several areas like IT vendor, auditor, etc.
- Handle a variety of administrative functions related to organizational and board needs and operations.
Required Skills:
- 2+ years in an executive administrative support role.
- Ability to be assertive with a confident approach to prompt and track the work of a busy executive.
- Approach tasks proactively and with a high degree of accuracy and discretion, while handling multiple priorities and meeting deadlines with frequent interruptions.
- A desire to embrace and align with the organization’s core values and mission and develop a broad knowledge and understanding of the organization’s operations to assist the CEO.
- Strong verbal and written communication skills and highly organized with the ability to multi-task and manage competing priorities.
- Excellent organizational skills and attention to detail.
- Excellent time management skills with ability to meet deadlines.
- Strong working knowledge of Microsoft Office Suite.
Position is 25 hours/week – hours are flexible and there is opportunity for some working remote. Reports directly to the CEO. To apply for this position, please send your resume, why you are interested in working at our Pantry, and salary needs to sarmato@wscpantry.org We are hiring immediately.
WSCP is proud to be an Equal Employment Opportunity employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.