Executive Assistant

Executive Assistant

CFB Tucson - TUCSON, AZ 85713

Salary Range $56,094.30 - $77,130.00 Salary

Function:

The Executive Assistant is a member of the Administration Team and supports the Chief of Staff, Chief Operations Officer (COO), the Board of Directors, and the Leadership Team in keeping CFB's operations running smoothly and efficiently. While support of COO is the central focus of this role, the Executive Assistant also coordinates Board meeting logistics and provides day-to-day administrative support to the Leadership Team as needed.

Reporting to the Chief of Staff, success in this role requires anticipating needs before they arise, managing competing priorities with ease, and handling sensitive information with absolute discretion.

Key Responsibilities:

• COO Support
• Manage and maintain the COO's calendar, proactively schedule meetings, resolve conflicts, and protect time for priorities.
• Coordinate travel arrangements for the COO, including itineraries, accommodations, and logistics.
• Draft, proofread, and manage correspondence on behalf of the COO; ensure timely and professional communication with internal and external stakeholders.
• Prepare agendas, briefing materials, and supporting documents ahead of the COO's meetings and engagements.
• Process and reconcile expense reports and purchasing card transactions for the COO.
• Track action items and deliverables arising from COO meetings; follow up with relevant parties to ensure timely completion.
• Proactively anticipate the COO's needs based on upcoming priorities; surface relevant information, flag approaching deadlines, and keep the COO informed and prepared.
• Serve as a professional and discreet point of contact for the COO's office, managing access and communications with sound judgment.
• Board and Committee Operations
• Coordinate all logistics for Board of Directors meetings, which are primarily held at the food bank; arrange room setup, technology, materials, and catering as needed.
• Prepare meeting spaces in advance of Board meetings, ensuring the room is properly configured, equipment is tested, and materials are in place before attendees arrive.
• Compile, assemble, and distribute Board meeting packets and supporting materials in advance of each meeting, ensuring accuracy and completeness.
• Serve as backup to the Chief of Staff for recording and distributing Board meeting minutes when needed.
• Maintain Board-related records, including governance documents, meeting archives, and Board member contact information.
• Monitor the Board meeting calendar throughout the year and proactively communicate reminders and preparation timelines to relevant staff.
• Leadership Team Support
• Provide administrative support to Leadership Team members as needed, including scheduling, correspondence, and document preparation.
• Process and reconcile expense reports for Leadership Team members.
• Assist with coordinating LT meetings, including logistics, agendas, and materials distribution; record and distribute meeting minutes as needed.
• Manage scheduling of CFB meeting spaces for leadership and organizational meetings; coordinate room preparation including setup, technology, and materials to ensure spaces are ready in advance.
• Assist LT members with preparation of presentations, reports, and other materials for internal and external audiences.
• Support special projects and organizational initiatives across the Leadership Team as capacity allows.
• General Administrative
• Ensure all records and files are maintained accurately and securely, with strict adherence to confidentiality standards.
• Attend and support meetings with the COO, Board, and Leadership Team as needed, including taking notes, recording key decisions, tracking action items, and distributing meeting summaries.
• Develop and maintain Microsoft Forms, spreadsheets, and other administrative tools to support operational and leadership team needs.
• Assist with special events planning and execution as assigned.
• Other
• Perform other duties as assigned.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the staff member for this job.…