Executive Assistant​/Front Desk

Position: Executive Assistant / Front Desk

Welcome to the Executive Assistant / Front Desk role at Northwest Arkansas Food Bank.

Job Summary

The Executive Assistant provides high‑level administrative support to the CEO and COO, oversees front desk operations, serves as key communication link with the Board of Directors, and manages facility use requests from external organizations. This role ensures a professional, welcoming environment for employees and visitors and coordinates front desk activities.

This position requires strong executive office management skills, exceptional organization, independent judgment, and the ability to manage confidential information with the highest level of professionalism and discretion.

Essential Duties, Functions, and Responsibilities Executive Support

• Provide comprehensive administrative support to the CEO and COO, including managing calendars, scheduling meetings, ensuring meeting space availability, preparing agendas, taking minutes, and distributing follow‑up documentation.
• Make travel arrangements and book accommodations for executives and guests; process related purchase orders and expense reports. Oversee personal scheduling and logistical responsibilities for the CEO as assigned.
• Assist with compiling materials, reports, and presentations; draft or update office protocols as requested.
• Handle mail, calls, and correspondence for the CEO, responding independently when appropriate and ensuring timely follow‑up.
• Draft, proofread, and edit letters, reports, and other communications.

Board of Directors Support

• Prepare and distribute Board and committee meeting materials; coordinate meeting logistics, including meals, room set‑up, and technology needs.
• Take and distribute meeting minutes; maintain current Board records, directories, and contact lists.
• Manage nameplates, nametags, and other materials as needed for Board members.

Project and Event Coordination

• Independently or collaboratively coordinate special and ongoing projects, including internal events and hospitality efforts.
• Serve as liaison between the CEO and other departments, providing administrative support and facilitating information flow.
• Support development team initiatives and help prioritize the CEO’s involvement in fundraising and donor engagement activities.
• Oversee the development and maintenance of the organizational calendar and related internal processes.

Facility and Space Coordination

• Coordinate all facility use requests from external groups, including reviewing applications, confirming availability, and securing necessary approvals.
• Track and maintain documentation for each rental or partnership event, including agreements, insurance certificates, and payment records.
• Serve as the on‑site point of contact during external group use to ensure smooth operations.
• Collaborate with internal departments (Facilities, Operations, and Communications) to prepare spaces and ensure appropriate set‑up, signage, and cleanup.
• Monitor and evaluate space usage trends, providing recommendations to improve efficiency, safety, and community engagement opportunities.

Front Desk Responsibilities

• Provide a warm, professional greeting to all individuals who enter the premises.
• Serve as the central communication hub by managing incoming phone calls and directing them appropriately.
• Receive and distribute mail, packages, and deliveries.
• Maintain a clean and organized reception area.
• Monitor visitor access, maintain visitor logs, and ensure compliance with security protocols.
• Maintain appointment calendars for the organization and coordinate with staff to schedule rooms, appointments, and meetings.
• Provide informed responses to questions regarding organization services, products, and procedures.
• Assist with special accommodation requests such as WiFi access, transportation arrangements, reservations, or other unique visitor needs.

Other Duties

• Scheduling.
• Maintain confidentiality and discretion in all aspects of work.
• Represent the organization positively in the community and at public events.
• Identify and recommend process improvements to enhance efficiency and quality of services.
• Navigate difficult conversations professionally and offer constructive feedback.
• Manage multiple priorities with exceptional organization and attention to detail.
• Adapt to changing priorities and handle unexpected challenges.
• Exhibit exemplary attendance and punctuality.
• Comply with company policies and procedures.
• Perform other duties as assigned.

Seniority Level

Entry level

Employment Type

Full‑time

Job Function

Administrative

Industries

Non‑profit Organizations

Referrals increase your chances of interviewing at Northwest Arkansas Food Bank by 2x.

Bentonville, AR $45,000.00‑$80,000.00

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