Administrative Assistant

Description

Consider a career that allows you to make a positive impact on others’ lives while enhancing your own. The Greater Cleveland Food Bank, the largest hunger relief organization in Northeast Ohio, provided over 50 million meals in 2024 to those in need across Cuyahoga, Ashtabula, Geauga, Lake, Ashland, and Richland counties. 

Greater Cleveland Food Bank Mission Statement: “We work to ensure that everyone in our communities has the nutritious food they need every day.” 

Join the Greater Cleveland Food Bank team and experience a supportive culture of continuous learning and development. We offer competitive pay and excellent benefits, including:

· Paid Time Off and Holiday Pay beginning day one

· Low-cost medical, dental, and vision insurance 

· Generous retirement plan 

· Wellness programs

· Childcare assistance 

· Tuition and Student Loan assistance

· Short-term and long-term disability coverage

· Life insurance

Apply today and become part of a mission-driven organization dedicated to making a difference in the community.

SUMMARY

This position is a key member of the Administrative Team, which plays a critical role in supporting the operations and advancing the mission of the Greater Cleveland Food Bank. The Administrative Assistant will provide comprehensive support to five Chiefs, requiring exceptional organizational skills, discretion, and the ability to manage multiple priorities with efficiency and professionalism and assist with scheduling and managing expenses for the VP of Community Access and Executive Director of the Community Resource Center.

This role demands serious attention to detail, proactive problem-solving abilities, and strong written and verbal communication skills. The ideal candidate demonstrates core executive assistant qualities such as sound judgment, adaptability, confidentiality, initiative, and the ability to anticipate the needs of leadership. Daily responsibilities include a variety of administrative and clerical tasks—such as scheduling meetings, coordinating travel, preparing reports, managing communications, and supporting project-based assignments.

Additionally, this position serves as a backup to the Executive Assistant in supporting the President & Chief Executive Officer, which requires a high degree of trust, tact, and commitment to excellence. The Administrative Assistant reports directly to the Executive Assistant to the President and CEO.

Requirements

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. This list is not all-inclusive and other duties may be assigned.

• Manage complex calendars and scheduling for Chiefs, coordinating high-level internal, external, and Board committee meetings with precision and foresight.
• Lead end-to-end meeting logistics, including room bookings, virtual platform setup, agenda development, attendance tracking, note-taking, and actionable follow-up; actively participate in key meetings as needed.
• Provide high-quality support for executive communications, including drafting, editing, proofreading, and distributing correspondence on behalf of Chiefs.
• Anticipate scheduling needs by proactively monitoring calendars and preparing briefing materials and background documents in advance of meetings and events.
• Assist Chiefs with the development and execution of executive presentations and strategic projects using tools such as PowerPoint, Excel, and SharePoint.
• Produce professional-level reports, correspondence, charts, and visual materials to support data-driven decision-making and stakeholder communications.
• Maintain and manage electronic and physical records with efficiency, accuracy, and in compliance with data retention and confidentiality protocols.
• Coordinate and support special projects and organization-wide events, ensuring alignment with the Food Bank’s mission and operational goals.
• Handle sensitive and confidential information with the highest level of discretion, professionalism, and integrity.
• Actively contribute to continuous improvement initiatives across the organization by participating in LEAN activities, 5S campaigns, and process enhancement projects.
• Manage departmental procurement of office supplies in alignment with the approved budget and organizational purchasing policies.
• Lead project-based assignments and other recurring assignments including but not limited to:
• Lead the planning and execution of All-Staff Meetings, including room setup, meal coordination, presentation materials (PowerPoint slides, handouts), and technical support during the event. Collaborate with the Chief People Officer and General Counsel to develop meeting content and key messaging.
• Act as the primary liaison for food service vendors, including those providing vending machines, Farmer’s Fridge, and coffee/tea services. Manage ongoing vendor relationships to ensure quality and service alignment with organizational needs.
• Serve as the main point of contact for internal and external reservations of GCFB Community Rooms, overseeing the full scope of room scheduling, calendar management, contract coordination, and resolution of scheduling conflicts.
• Perform other duties as assigned

Qualifications

• High School Diploma or equivalent and 3-4 years of experience in an administrative position. At least an Associate’s degree preferred.
• Strong interpersonal and problem-solving skills – ability to work with different work styles and provide varying levels of support. Experience supporting executive level staff is preferred. 
• Proficient with Microsoft Office suite: Outlook, Word, PowerPoint, Excel, Zoom, Teams, Google Suite. Particularly proficient in meeting scheduling software with great attention to detail. 
• Strong verbal and written communication. Careful proofreading and editing skills.
• Detail and quality-oriented, ability to multi-task, strong organizational skills and time management.
• Must be able to work effectively both independently and as part of a team. 
• Must have the ability to prioritize and juggle multiple priorities in a fast-paced environment.
• Maintains required job knowledge/ skills/core professional competencies. Attends and participates in required educational programs and staff meetings.
• Compassion for our clients and a passion for our Mission “Ensuring that everyone in our communities has the nutritious food they need every day”.

Physical Requirements and Environment

The physical requirements for this position include: Ability to frequently remain in a stationary position. Ability to move about inside the office to access file cabinets, office machinery, etc. frequently. Ability to operate a computer or other office productivity machinery constantly. Occasional ability to ascend/descend stairs to access work spaces. Ability to position or move body to access filing cabinets or other work equipment frequently. Ability to constantly exchange accurate information and communicate in person or via telephone with clients, partners, donors, coworkers and other members of the community. Must be able to constantly view a computer screen. Ability to move office equipment/supplies occasionally. Ability to lift 10-25 lbs. on a regular basis. While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions and outside weather conditions. The noise level in the work environment is usually moderate

Salary Range: $55,000-$70,000

Proud to be a North Coast 99 Employer for 2017-2023

Please note that the Food Bank does not sponsor work visas for our positions. Candidates must have the legal right to work in the United States without the need for visa sponsorship. Offer of employment is contingent upon successful completion of an initial background check, drug screening, physical examination, and employment verification, and will be completed during the onboarding process.