Executive Assistant

Celebrating its 40th anniversary, Fulfill, the FoodBank of Monmouth and Ocean Counties, has been dedicated to addressing hunger at the Jersey Shore since 1984. Our mission is to accelerate food security throughout Monmouth & Ocean Counties by leading a collaborative movement that connects people to food and related resources while also addressing systemic barriers to self-sufficiency and well-being. We envision a vibrant, resilient community that ensures our neighbors' food security needs are fulfilled.

Fulfill proudly works with a network of nearly 300 partners, including soup kitchens, food pantries and shelters, to provide 1.2 million meals per month to more than 100,000 families, children, seniors and veterans. Committed to more than just food distribution, Fulfill also offers connections to affordable healthcare options, Medicaid, SNAP and other services to help neighbors lead healthy lives with the food they need to thrive.

Fulfill is an equal opportunity employer. We encourage qualified individuals from all backgrounds to apply for this position.

Fulfill is seeking a highly organized administrative professional for our Executive Assistant. This position is a full-time role, reporting directly to our President & CEO, supporting our Vice President of Finance and Administration on IT and HR administration, and acting as a liaison with the Board of Trustees. For this role, you’ll work primarily in our Neptune, NJ headquarters. Typical hours for this role are 8am-4:30pm, Monday-Friday; on occasion there is a need to work additional hours in the evenings and weekends for certain meetings or events throughout the year. 

The mission of the Executive Assistant is to stay five steps ahead of their leader, tracking all of the administrative details, and clearing the path for them to make their greatest contribution to Fulfill’s mission. While repetitive tasks are certainly part of this position, the tasks assigned can vary from week to week based on the CEO’s needs and the needs of the organization. The most important responsibility of the Executive Assistant is to ensure that administrative tasks and projects are completed with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity in order to support the initiatives of the CEO, the Senior Management Team, and the Board of Trustees. 

• Meeting management, including preparing agendas, PowerPoint presentations, taking notes/minutes, distributing action items, and arranging logistics, including food, beverages and videoconferencing needs.  
• Complex calendar management and scheduling (both personally and professionally) on behalf of the CEO, including booking appointments, coordinating travel, and ensuring background briefing documents are provided for advance meeting preparation. 
• Serve as Board Liaison, overseeing Board portal management and Board-related functions, including but not limited to, meeting coordination, minute-taking, budget planning, documentation tracking, logistics, and expense processing. 
• Email/correspondence management on behalf of the CEO, including drafting correspondence, ensuring follow-up, tracking responses, and responding on behalf of the CEO, as needed. 
• Coordinate with senior leadership on all CEO and Board-related offsite events, including fundraising functions and staff training or employee appreciation activities. 
• Coordinate travel arrangements for conferences and leadership events and manage monthly reconciliation of the CEO’s credit card and travel expenses. 
• Meet regularly with other team members and the CEO to ensure smooth operation of the office. 
• Provide administrative support to HR functions, including onboarding, offboarding, and recruitment. 
• Support a variety of administrative functions, including coordinating monthly Town Hall meeting presentations, maintaining organized digital files and transitioning legacy systems into Teams, research assignments, and project coordination as directed. 
• Serve as primary administrative support for IT function, including interfacing with vendors to procure, set up and distribute equipment; maintain equipment inventory; track service tickets; and coordinate monthly onsite tech support visits. 
• Maintain the highest level of confidentiality while handling sensitive information related to the CEO, Board of Trustees, senior leadership, and staff across the organization. 
• Develop and sustain a level of professionalism among staff and outside partners/donors/vendors, collaborating and communicating with positivity and a can-do spirit. 
• Other duties as assigned.    

• Prior administrative support or equivalent experience, with at least one year of experience in a non-profit organization preferred. 
• Excellent written and verbal communications skills, including being able to quickly summarize large amounts of information both in writing and orally on a regular basis.  
• Highly responsive and proactive, striving to anticipate needs and eliminate friction whenever possible. 
• Keen attention to detail, including tracking communication across multiple channels, organizing complex logistics, etc. without losing any details. 
• Proficient operating in a Teams environment, as well as advanced experience with Microsoft Office 365 products, experience with various videoconferencing systems, and an affinity for learning new technologies. 
• A strong ability and proven track record managing immediate high priority items alongside long-term project goals. 
• High level of personal integrity, confidentiality and honesty. 
• Ability to work independently and collaboratively to effectively complete tasks. 

WORK ENVIRONMENT: 

Work is value, goal and deadline oriented; extensive external contact; extensive inter-departmental communication.  

Salary Range:

65K to $70K  commensurate on experience 

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