Executive Assistant to the President & CEO

Description

Job Description

Position Title: Executive Assistant to the President & CEO

Department: Administration

FLSA Status: Full Time Hourly/Non-Exempt

Schedule: 40 Hours per Week/Monday-Friday 8:00am-4:30pm (Includes 30-minute unpaid meal break).

Benefits: Eligible for Full Time Employee benefits including health, dental, and vision insurance, 12 paid Holidays, 1 Floating Holiday, generous PTO, administered 401(k) after 1 month with employer match after 1 year, and more.

Reports To: President & CEO

Salary Range: $26.45-$31.25/hour

Revision Date: 05/19/26

WHO WE ARE:

Food Bank of Central New York is a not-for-profit organization leading the effort to eliminate hunger in our region, by partnership with others in our community, through education, advocacy, and distribution of nutritious food. We partner with 360 community partners in the counties of Cayuga, Chenango, Cortland, Herkimer, Jefferson, Lewis, Madison, Oneida, Onondaga, Oswego, and St. Lawrence.

The core of our work is achieved by partnering with local agencies that distribute food to individuals and families in need. The key partners that make up our emergency food network are food pantries, soup kitchens, and emergency shelters. Other not-for-profit agencies such as day care centers, rehabilitation centers, senior centers, and group homes are able to utilize membership as a way to supplement their agency food needs.

Our Vision is to see a community where everyone has access to nutritious food and no one is hungry.

Our Mission is leading the effort to eliminate hunger in our region, by partnership with others in our community, through education, advocacy, and distribution of nutritious food.

Hunger is a very serious problem in the United States today. Despite its great wealth, an estimated one in eight Americans rely on emergency food assistance. Among the thousands of people who depend on charitable food programs in central and northern New York, and the Mohawk Valley:

· 29% are children 18 or younger

· 10% are without health insurance

· 68% have been unemployed for more than two years

· 32% have a working family member

· 91% are below the federal poverty line

41% earn less than $12,000 annually 

POSITION SUMMARY

The Executive Assistant to the President & CEO serves as a strategic and highly trusted partner, providing executive-level administration and operational support to the President & CEO of Food Bank of Central New York. This role requires exceptional judgment, professionalism, discretion, and organizational skills to support executive leadership, board relations, donor engagement, and organizational priorities focused on upholding the mission and vision of Food Bank of Central New York.

ESSENTIAL FUNCTIONS

Executive Support

• Manage and coordinate the President & CEO’s complex calendar, scheduling internal and external meetings, events, travel, and speaking engagements.
• Prioritize competing demands and ensure the CEO’s time is aligned with organizational goals and strategic initiatives,
• Prepare correspondence, reports, presentations, agendas, meeting materials, and briefing documents.
• Serve as gatekeeper and liaison between the President & CEO and staff, board members, donors, community partners, government officials, and the public.
• Handle confidential and sensitive information with the highest level of discretion and professionalism.

Board & Governance Support

• Coordinate Board of Directors and committee meetings, including scheduling, logistics, agenda preparation, meeting packets and minutes.
• Maintain board records, governance documents, and compliance related materials.
• Facilitate board member onboarding, training, and engagement.
• Support communication and follow-up with board members and executive leadership.

Donor & Community Relations

• Assist with donor stewardship activities, executive correspondence, and community outreach efforts.
• Coordinate logistics for fundraising events, community meetings, and executive appearances.
• Help maintain positive relationships with key stakeholders, including corporate partners, elected officials, and nonprofit collaborators.

Administrative & Operational Coordination

• Support organizational projects and strategic initiatives led by the President & CEO.
• Track deadlines, action items, and follow up tasks across departments.
• Coordinate travel arrangements, expense reporting, and budget tracking for executive office activities.
• Maintain organized digital and physical filing systems.
• Identify opportunities to improve administrative processes and operational efficiency.

PHYSICAL REQUIREMENTS

• Ability to sit for extended periods while performing administrative duties.
• Frequent use of a computer, including typing and reviewing documents.
• Occasional lifting of office materials (up to 25 lbs.).
• Ability to attend off-site meetings and events, including those outside of standard office hours.

We are committed to providing reasonable accommodations for employees who require them due to medical conditions or disabilities.

EDUCATION & CERTIFICATION REQUIREMENTS

• Bachelor’s degree in Business Administration, Communications, Public Administration, or a related field (preferred).
• This position will receive a pre-employment background check. Food Bank of Central New York complies with all applicable state and federal laws pertaining to drug testing and background checks, including Article 23-A.

EXPERIENCE & SKILL REQUIREMENTS

• 5+ years of executive administrative support experience, preferably supporting senior executive in a nonprofit, healthcare, government or mission-driven organization.
• Experience supporting boards of directors and executive leadership teams strongly preferred.
• Exceptional written and verbal communication skills, including drafting professional correspondence.
• Strong organizational, project management, and multitasking abilities.
• High proficiency with Microsoft Office Suite, virtual meeting platforms, and database systems.
• Ability to work independently, prioritize effectively, and adapt in a fast-paced environment.
• Demonstrated professionalism, diplomacy and emotional intelligence.
• Commitment to the mission and values of hunger relief and community service.

The purpose of this job description is to provide an overview of the scope of the position. This is not a comprehensive list of duties/responsibilities. Other duties and responsibilities may be assigned.