Executive Administrative Assistant

Job Description

Job Description

Summary: The Executive Administrative Assistant provides essential support to the CEO and assigned leaders in a fast paced, high achieving environment across three locations. This highly independent role uses strong judgment, discretion, and initiative to manage executive and board support, coordinate meetings, calendars, and travel, oversee office administration and budgets, and serve as the onsite IT coordinator. Day to day, you keep leaders and teams aligned through polished documents, smooth operations, and well run organizational and board events, while building strong connections with board members, vendors, and community partners who help advance our mission.

FLSA Classification: Exempt; salaried

Pay Range: $55,000-$60,000 annually plus competitive benefits.

Spanish Bilingual differential: $1500 annually (as eligible)

Position Type: Full-time; 40 hours per work week

Work Schedule: Mon-Fri; 8:00a-4:30p with the ability to flex hours to accommodate business needs.

Location: Main Administration - 5706 Wright Dr. Loveland, CO 80538 with presence at various partner sites in Larimer County and intermittent presence in all 3 FBLC locations.

Remote Eligibility: This position is primarily onsite, with occasional opportunities to work from home in accordance with FBLC’s work from home policy.

Reports To: CEO

ESSENTIAL FUNCTIONS

This job description is not intended to be an exhaustive list of all duties or responsibilities associated with the job. Other job-related duties may be assigned.

EXECUTIVE AND LEADERSHIP SUPPORT (40%)

• Provide high level support to the CEO and assigned leaders including presentations, complex calendar management, travel and accommodations, and prioritization of inquiries, using independent judgment to resolve conflicts and ensure smooth daily operations.
• Coordinate end to end meeting support for assigned leaders including scheduling, preparation, setup and breakdown, room, AV, and meal logistics, attendance, note taking, minutes, and follow up.
• Support the Board of Directors as liaison by coordinating meeting, training, and event logistics, maintaining governance documentation and policies, managing committee correspondence, and preparing minutes.

IT AND SYSTEMS SUPPORT (20%)

• Serve as onsite IT coordinator by triaging and approving or denying tickets, troubleshooting, partnering with IT vendors, developing trainings, purchasing equipment, managing inventory, and supporting the IT budget.
• Operate and maintain office technology and equipment including copiers, scanners, phone and voicemail systems, computers, and related inventory.
• Maintain document retention and manage copying, sorting, and filing of records related to office activities and business transactions.

ADMINISTRATIVE AND OFFICE SUPPORT (35%)

• Prepare and distribute documents, memoranda, correspondence, and reports including technical, statistical, narrative, and recurring materials
• Manage administrative budgets, vendors, subscriptions, and office supplies across locations
• Evaluate, implement, and improve administrative policies, procedures, and workflows
• Support organization wide planning, communication, and execution for internal meetings, staff wide programs, schedule changes, and recognition moments, including agendas, speaker coordination, advance communication, and follow up
• Support new hire onboarding and orientation including IT checklists, onboarding tasks, training coordination, workspace setup, and welcome materials

GENERAL (5%)

• Maintain adherence to FBLC safety, OSHA, and food safety standards, prioritizing safety for oneself and others, including when operating company equipment or vehicles.
• When representing the organization in local, state, and regional collaborations, take care to embody organizational values.
• Demonstrate sensitivity to various viewpoints, including those shaped by different generations and cultures, while delivering exceptional customer service through kindness and engagement in all stakeholder interactions.

QUALIFICATIONS, EXPERIENCE, AND SKILLS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

COMPETENCIES:

• Proactive executive partnership and judgment: Plans multiple steps ahead, anticipates needs, recommends layered next actions, and uses discretion and confidentiality to keep CEO, leadership, and board priorities moving smoothly.
• Operational excellence and accountability: Self-directed and dependable, deadline driven, detail focused, and accountable for results across calendars, logistics, documentation, budgets, and multi-location workflows.
• Professional stakeholder communication: Builds trust across teams and external partners, navigating sensitive situations with tact, professionalism, and kindness while supporting systems, training, and service standards.

EDUCATION & EXPERIENCE: High School Diploma or equivalent required, but higher education with a focus in Social Service preferred.

PRE-EMPLOYMENT SCREENING REQUIREMENTS:

• Successful completion of all pre-screening requirements.
• 21+ years of age and possession of a valid U.S. Driver's License with a good driving record, as confirmed through an MVR check.

LANGUAGE SKILLS & ABILITY: Proficiency in English required, bilingual in Spanish highly preferred.

COMPUTER SKILLS: Proficiency in Microsoft Office Suite and online technologies is essential.

SUPERVISORY RESPONSIBILITIES: This position has no direct reports but may support the coordination of volunteers.

WORK ENVIRONMENT: Primarily works in an office located within a warehouse.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk, hear with or without aid, walk for short or extended periods of time, stand for short or extended periods of time, sit for short and extended periods of time, kneel, crouch, crawl, stoop, bend repeatedly, pull, reach above the shoulder with hands and arms, regularly use hands to finger, grasp, handle, feel, pull, climb stairs, balance, write, count, read, analyze, alphabetize, and frequently lift and/or move objects up to 25 lbs. and occasionally lift and/or move objects up to 55 lbs. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, color vision, distance vision, and ability to adjust focus.

TRAVEL: Local travel is the primary expectation during business hours, with occasional out-of-state and in-state overnight trips, as well as visits to partner sites (Greeley, Red Feather Lakes, Estes, etc.). Mileage reimbursement is provided for work-related travel.

Note: In instances of a federal, state, or locally declared emergency, Food Bank for Larimer County is typically considered an essential service and emergency responder; all employees may be called in to perform regular or emergent duties.