Executive Assistant

Position Overview

Position: Executive Assistant & Special Projects Manager
Report to: Robyn Burns, Executive Director
Schedule: 40-hour a week, full-time, Monday-Friday, evenings and weekends as required
Location: 220 Highland Avenue, Salem MA
Salary: $28 - $30 per hour
Benefits: Competitive benefits including healthcare reimbursement, 401(k) plan with organizational match, paid time off (PTO).

The Salem Pantry is seeking an Executive Assistant & Special Projects Manager to provide high‑level administrative support to the Executive Director while playing a key role in organizational coordination, internal operations, and strategic initiatives. This position maintains efficient administrative processes, supports the Board of Directors and key stakeholders, and manages special projects that advance The Salem Pantry’s mission. The ideal candidate is organized, detail‑oriented, proactive, and comfortable balancing executive support with operational and project management responsibilities.

• Manage the Executive Director’s calendar, communications, and scheduling.
• Prepare and edit correspondence, reports, presentations, and meeting materials.
• Coordinate internal meetings, leadership team meetings, and cross‑departmental communication.
• Support Board of Directors activities by preparing materials, taking minutes, maintaining records, and coordinating logistics.
• Maintain confidential files, organizational records, and document management systems.
• Track deadlines, ensure follow‑up on action items, and anticipate administrative needs of leadership.

• Maintain office systems including phone, procedures, and workflows to support efficient daily operations.
• Assist with HR‑related administrative tasks such as scheduling interviews, maintaining onboarding documents, tracking required certifications, and maintaining employee records.
• Coordinate organizational communication workflows, including internal announcements, policy updates, and scheduling.
• Support data collection, reporting, and administrative components of grant and compliance requirements.
• Manage vendor relationships for office supplies, technology, and administrative service providers.
• Assist with basic IT coordination (password resets, device tracking, vendor communication—no technical expertise required).

• Lead and support special projects related to organizational growth, administrative improvements, data management, or operational efficiency.
• Track project timelines, budgets, documentation, and deliverables.
• Conduct research, prepare reports, and create planning materials for leadership and board initiatives.
• Work with the Executive Director and cross‑functional teams on strategic planning and organizational priorities.

• Draft professional communications on behalf of the Executive Director.
• Maintain accurate contact lists, stakeholder documentation, and CRM updates.
• Support preparation of organizational reports, dashboards, and internal communications tools.
• Represent The Salem Pantry at community events, meetings, and partner gatherings to support outreach, build relationships, and strengthen organizational visibility.

• Assist leadership with meeting preparation, strategic planning processes, and follow‑up documentation.
• Support grant‑writing efforts by managing timelines, gathering data, and preparing draft materials.
• Help ensure alignment of internal workflows with organizational values of dignity, equity, and service.
• Contribute to a positive, collaborative, mission‑driven organizational culture.

• Attend regular all team meetings and actively contribute to program planning and review discussions.
• Collaborate with staff across departments to support organizational goals and initiatives.
• Assist with additional tasks or organizational needs when requested.

The employee will primarily work in an office setting, with occasional work in The Market or pantry as needed. While most duties are performed at a desk, the role may require lifting items…