Exceptional Admins, LLC

Compensation

Full Description

Exceptional Admins (EA) is seeking a professional Executive Assistant on behalf of Food Bank of the Rockies, a mission-driven organization serving Colorado and Wyoming and the largest hunger-relief organization in the Rocky Mountain region. EA is a boutique company that focuses on placing career minded professionals with growth-minded employers. The philosophy behind the EA process is to deliver top candidates to each client with the outcome producing high-level support to the role and organization. While skill-set is a large focus during the process, EA takes into consideration the desires of the candidate to produce a strong fit. About the Company and Executive Food Bank of the Rockies has been alleviating food insecurity since 1978. The organization is driven by heart and passion to serve people experiencing hunger across Colorado and Wyoming through the largest food bank coverage area in the contiguous USA. The company of ~220 employees and 24,000 volunteers is at an exciting stage of growth as they are moving to a new 270,000 sq. ft. Denver area distribution center (in Aurora), tremendously increasing the organization’s capacity. The CEO, who stepped into her role in January 2019, leads with ambition, focus, and steadiness. She seeks a trusted partner who is committed to the mission and passionate about delivering exceptional service to both internal teams and external stakeholders. Hiring Goal The CEO is looking for a professional who is experienced in supporting both traditional executive objectives (e.g., scheduling, communications) and client-relations responsibilities (e.g., donor and stakeholder engagement). This Executive Assistant role requires attention to detail, independent thinking, and strong resourcefulness. The right candidate believes deeply in the organization’s mission and thrives in a support role that blends operational excellence with relationship stewardship. ROLE OVERVIEW CEO Support - 80% • Support a high-volume inbox using a systems-oriented approach • Draft, proofread, and edit communications, reports, and presentations in the CEO’s voice • Manage the CEO’s calendar for all internal and external meetings, including occasional travel coordination (transportation and accommodations) • Coordinate executive communications, including calls and stakeholder correspondence • Maintain strong working knowledge of organizational operations, team members, donors, and key stakeholders • Maintain and utilize organizational systems to track activities, prioritize workflow, and support special projects • Manage expense reporting via Concur • Create presentations in PowerPoint and meeting prep documents for a broad range of audiences • Partner closely with the Chief of Staff in supporting the CEO and leadership team, aligned with the organization’s strategic priorities • Collaborate with the Chief of Staff on implementing the strategic plan • Maintain a reliable and consistent monthly operating cadence with the CEO • Help CEO with donor initiatives • Support donor stewardship by logging correspondence in Raiser’s Edge (CRM) and assisting with follow-up • Support CEO’s preparedness for public events, legislative meetings, and other internal/external meetings Business and Board Initiatives - 20% • Collaborate with fellow Executive Assistants (2), supporting work strategies and administrative excellence across the organization • Organize and support executive-level meetings (internal and external), including agendas, logistics, AV, meal ordering, room reservations, and materials • Prepare internal and external communications, including Board meeting minutes, board correspondence, committee minutes, meeting invitations, and post-meeting briefings • Support travel needs, low volume • Assist with building-related operational needs (e.g., meal orders for meetings) • Work with the Chief of Staff on Board and committee meeting strategy, preparation, and agendas • Serve as primary liaison for the Board of Directors (15-18 members, meeting every two months) as well as Food Bank of Wyoming and Endowment Boards of Directors • Coordinate meetings, communications, onboarding, and recordkeeping • Prepare and maintain accurate Board materials, minutes, and documentation in compliance with bylaws • Develop, assemble, and review Board books for each meeting • Proactively strategize and execute all components of Board correspondence and engagement such as foreseeing and planning for regular weekly and off-cycle communications (group and individual), volunteer opportunities, events, committee engagements, etc. • Collaborate with Chief of Staff for all Feeding America compliance, including: • Managing regular communications and surveys • Coordinating compliance with complex member agreement • Tracking deadlines and strategies Desired background and attributes Candidates will be considered in totality of their skills and experience versus strict interpretation of “must haves.” • Skills aligned with ~75% of the responsibilities listed above • Proficiency with Microsoft Office 365 (Outlook, Word, Excel, PowerPoint) • Comfortable using Microsoft Teams (widely used internally) • Familiarity with donor management systems (Raiser’s Edge is a plus but not required) • Professional demeanor with excellent written and verbal communication skills • Self-starter with strong ability to anticipate needs, execute independently, and follow through • Proven track record of working independently with minimal supervision • Nimble, adaptable, and entrepreneurial mindset (strong plus) • Comfortable in a fast-paced environment managing multiple tasks • Ability to organize information and synthesize data for Board, leadership, and donor-related projects • Energetic, proactive, and eager to take on new challenges • Experience in nonprofit environments (highly preferred) Company Offerings • Working Hours: 4 days onsite, 1 day remote, which is in line with the executive leadership team. Work hours are flexible. • Salary: $79k to $96k (exempt). • 401(k): Company offers a plan with a 4.5% employer match, plus additional matching based on tenure for a total potential match of up to 8.5%, to support long-term financial security. Fully vested after 2 years. • PTO: Flexible paid time off, sick leave, parental leave, and opportunities for paid volunteer time. PTO is accessible after 90 days of employment. Accrual up to 80 hours within year 0-1, accrual up to 144 hours between year 2-5. • Holidays: 10 paid holidays (7 organizational holidays, 3 floating holidays). • Healthcare: Competitive and comprehensive health, dental, vision, and life insurance plans offered. (eligibility 30 days after employment) • Cigna (Medical): Options for PPO and HDHP plans with HDHP Plan, employee will have access to an HSA with an employer’s contribution. Preventive care covered at 100%. • Cigna (Dental): Coverage for routine check-ups, cleanings – twice annually for preventive care, diagnostic, and basic services. • Mutual of Omaha (Vision): Annual eye exams; discounted rates for in-network provides on glasses or contacts; additional allowances for contacts and frames. • Nice Healthcare: Nice Healthcare is a technology based primary care clinic that offers employee and benefit-eligible dependents unlimited virtual and in-home visits with clinicians. The company covers 100% of these costs, so this service is free to use. (available to Colorado based employees) • Parking: Free parking in the outside lot. • Transportation: RTD Eco-Pass. (Eligibility on date of hire) • Education: Language Incentive, A monthly incentive of $200 for certified bilingual staff who pass the language assessment to join the linguistics team to interpret (eligibility to take the assessment after 90 days; up to 2 languages). Interview Cadence (understanding things may pop up) • Phone screen between candidate and Exceptional Admins (30-mins) • If a fit, candidate creates personal, admin portfolio (2.5-hrs) • Once the candidate’s fit is confirmed, conduct video interview with Exceptional Admins (15-mins) • First client interview: interview with candidate and CEO (30-mins, virtual or in person) • Second client interview: group interview with candidate and client staff (1-hour, onsite) • Connect with references • (Optional) Third client interview: candidate and client staff (30-mins, virtual) • Present Offer Is this the right fit for you? The ideal employee would meet 8 out of the 11 attributes to be successful (and fulfilled) in this role: • You have experience supporting executive-level responsibilities • You enjoy being relied on daily and serving as a steady, trusted partner • You thrive as the go-to person and strong backbone for a busy executive • You enjoy working with people and building relationships • You genuinely have a service-driven, mission-first work ethic • You are highly self-directed in your work • You approach challenges with problem-solving energy rather than stress • You are known for your resourcefulness and ability to work independently and collaboratively • You ask thoughtful questions to confirm expectations • You are consistently organized and systems-oriented • You’d describe yourself as “intellectual, a go-getter, and warm in demeanor” Food Bank of the Rockies provides equal employment opportunities to all employees and applicants and prohibits any form of discrimination or harassment based on race, color, religion, age, sex, national origin, disability, genetics, veteran status, sexual orientation, gender identity or expression, or any other protected characteristic. This policy applies to all employment practices, including recruitment, hiring, promotion, compensation, and training. Employment is contingent on successful completion of reference checks, employment verification, drug testing, and background investigations.