Choose a career where you can better someone else’s life, while bettering your own. The Greater Cleveland Food Bank is the largest hunger relief organization in Northeast Ohio having provided over 50 million meals in 2021 to hungry people in Cuyahoga, Ashtabula, Geauga, Lake, Ashland and Richland counties. The organization’s mission is to ensure that everyone in these communities has the nutritious food they need every day.

Apply for a position at Greater Cleveland Food Bank where we offer a culture of learning and development, competitive pay and amazing benefits including Low Cost Medical, Dental, Vision, Short-Term and Long Term Disability, Life Insurance, Generous Retirement Plan, and Holiday Pay all starting on first day of hire and paid time off which starts after 90 days.

The Administrative Assistant will assist Senior Leaders with a wide range of responsibilities that require careful attention to detail, thorough planning, and a high level of confidentiality. By providing top-notch administrative support and coordination to our Senior Leaders, this position will allow the Senior Leadership Team to focus on high-level strategic initiatives of our mission of ensuring that everyone in our communities has the nutritious food they need every day.

SUMMARY

This position is a member of the Administrative Team which helps guide the work and fulfill the mission of the Greater Cleveland Food Bank. The Administrative Assistant will assist the team of Senior Leaders with a wide range of responsibilities that require careful attention to detail, thorough planning, and a high level of confidentiality and discretion. Daily work will include general administrative and clerical duties, along with assisting in and handling project-based assignments. This position will also provide backup coverage to the Executive Assistant in assisting the President & CEO.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. This list is not all-inclusive and other duties may be assigned.

• Assist Senior Leaders with calendar appointments, scheduling internal and external meetings as well as Board-level committee meetings.
  
• Coordinate logistics and preparation of internal and external meetings (handling logistics such as booking meeting rooms and scheduling virtual meeting lines, preparing and distributing agendas, tracking attendance, and providing follow-up on action items with appropriate parties, etc.). Participate as required.
  
• Provide support for Senior Leader’s communications, as needed. Draft, edit, distribute, or proofread correspondence.
  
• Proactively looks ahead on calendars and assists Senior Leaders with meeting/appointment preparation.
  
• Assist the Senior Leaders with presentation preparation or projects (PowerPoint, Excel, SharePoint) including short-term and long-term projects that help fulfill the mission of the organization.
  
• Generate correspondence, reports, graphs, charts and presentations.
  
• Maintain records through filing, retrieval, retention, and storage (electronic and paper).
  
• Provide backup coverage to the Executive Assistant in assisting the President & CEO including office coverage during vacation/PTO days to ensure office of CEO is staffed on all business days.
  
• Collaborate with Executive Assistant to act as staff liaison and record minutes for Board Committees as assigned (i.e. Ad Hoc Committiees). Provide backup support for other GCFB staff liaisons for Board Committee meetings as needed.
  
• Manage VP’s company credit card purchases and reimbursements, working with VP and direct reports to submit monthly expense reports in SAP Concur with accurate account allocation information.
  
• Assist in managing VP’s Paylocity account, assisting with the management of direct report’s timesheets and PTO requests.
  
• Assist in coordination of special projects and events.
  
• Ability to handle sensitive and confidential information.
  
• Oversees general office supply stock. Places orders with vendor when low on supplies and stocks the cabinet. Responsible for ordering requested office supplies for the organization. Forwards invoices for supplies to appropriate supervisor/department.
  
• Perform other duties as assigned.
  

Supervisory Responsibilities

N/A.

QUALIFICATIONS

• High School Diploma or equivalent and 2-3 years of experience in an administrative position. College degree preferred.
• Strong interpersonal and problem-solving skills – ability to work with different work styles and provide varying levels of support. Experience supporting executive level staff is preferred.
• Proficient with Microsoft Office suite: Outlook, Word, PowerPoint, Excel. Proficient in meeting scheduling software with great attention to detail.
• Strong verbal and written communication. Careful proofreading and editing skills.
• Detail and quality-oriented, ability to multi-task, strong organizational skills and time management.
• Must be able to work effectively both independently and as part of a team.
• Must have the ability to prioritize and juggle multiple priorities in a fast paced environment.
• Maintains required job knowledge and skills and core professional competencies. Attends and participates in required educational programs and staff meetings.
• Compassion for our clients and a passion for our Mission “Ensuring that everyone in our communities has the nutritious food they need every day”.
  

PHYSICAL REQUIREMENTS

Administrative Assistant: The physical requirements for this position include: Ability to frequently remain in a stationary position. Ability to move about inside the office to access file cabinets, office machinery, etc. frequently. Ability to operate a computer or other office productivity machinery constantly. Occasional ability to ascend/descend stairs to access work spaces. Ability to position or move body to access filing cabinets or other work equipment frequently. Ability to constantly exchange accurate information and communicate in person or via telephone with clients, partners, donors, coworkers and other members of the community. Must be able to constantly view a computer screen. Ability to move office equipment/supplies occasionally. Ability to lift 10-25 lbs on a regular basis. While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions and outside weather conditions. The noise level in the work environment is usually moderate.

Don’t just apply for a job, apply at the Greater Cleveland Food Bank where our passion is feeding those in need and feeding the need for purposeful work. At the Food Bank diversity and inclusion are an important element of our culture and our organizational success.

Proud to be a North Coast 99 Employer for 6 years in a row

Proud to be a Cleveland.com Top Workplace for 2017

Payrate: $46,500 to $54,250, based on experience