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Executive Assistant, Human Resources and Finance (Chicago)

Job Description

Work. Serve. Thrive.

Imagine a place where your talent can make a meaningful difference in peoples' lives. Working at Feeding America is a uniquely rewarding experience in which our employees work together as vital parts of a much larger mission. We are innovative, mission-focused, diverse, collaborative, values-driven and focused on results.

We are a national, nonprofit organization and the nation's leading domestic hunger-relief charity. Located in the heart of downtown Chicago, our mission is to feed America's hungry through a nationwide network of member food banks and engage our country in the fight to end hunger.

The Opportunity

The Executive Assistant provides a broad range of administrative support for the Chief Human Resources Officer and the Chief Financial Officer. They professionally represent the Human Resources and Finance departments engaging with internal and external constituents to support positive image of the organization and leadership team. The Executive Assistant also provides office services support for the Chicago Office and support for specific HR processes as assigned.

Salary Range: $50,000 to $62,000+ Based on Experience


  • Provide administrative support for the CHRO and CFO, including but not limited to scheduling meetings, maintaining Outlook calendar, planning travel arrangements, and coordinating logistics.
  • Process expense reports for both HR and the finance team including personal expense reports for the CHRO and CFO as well as department purchasing cards for the HR and Finance tams.
  • Anticipate needs and provide suggestions, when suitable, to facilitate effective and smooth time management for each executive. Monitor scheduling changes and conflicts and proactively provide suggestions or initiate scheduling changes to resolve conflicts and address changing priorities.
  • Support and assist with department meetings via scheduling, ordering food, set-up, and other general support functions.
  • Communicate on behalf of executives directly with partners, vendors, staff, internal departments and others. Provide a bridge for smooth communication between executive’s office and internal departments.

Offices Services and HR Support:

  • Coordinate outside visitor procedures including set-up of visitors in Clear to Go app and advising staff on outside visitor protocols under Feeding America’s COVID Policy.
  • Assist with coordination and logistics related to employee meetings and events.
  • Process contracts for consultants and independent contractors and process and track invoices and generate check requests as needed.
  • Assist in supporting the recruiting process by scheduling candidate interviews.
  • Upload payroll and benefit information on a biweekly basis.
  • Back-up point of contact for building maintenance and repairs and distribution of office key cards and addressing security issues.
  • Other projects and duties as assigned.

Foundational Requirements:

  • Mission Focused – Demonstrates a commitment to Feeding America’s mission through work and action. Is committed to people keep people facing hunger at the center of our work and strives to translate this commitment into action on a daily basis. Willing to advocate for people facing hunger and serve as an ambassador for Feeding America inside and outside of work.
  • Embraces Equity, Diversity and Inclusion – Demonstrates a personal commitment to valuing different background and life experiences through word and action. Takes personal actions to build an inclusive culture that ensures everyone can fully contribute based on their unique talents, skills and perspectives and feels welcomed and valued. Commits to driving equitable solutions to address root cause issues by incorporating an equity framework in their daily work. Committed to continuous personal EDI development.

Required Leadership Competencies:

  • Leverages Functional Expertise: Demonstrates up-to-date knowledge and skills in the technology associated with the job.
  • Manages for Results/Delegates Effectively: Takes accountability for performance and achievement of measurable goals. Seeks out ways to improve own performance and demonstrates receptivity to both positive and negative performance feedback. Supports peers in achieving and sharing success.
  • Operates with Integrity: Does what is right, rather than what is expedient. Anchors actions and decisions in our mission. Demonstrates courage by being honest, direct, and tactful, even when it is tough to do so. Supports organization/department decisions in words and actions. Takes ownership for mistakes and corrects them.
  • Communicates Effectively: Organizes thoughts and provides clear verbal and written messages to individuals and small groups. Communicates with colleagues and manager(s) to provide information, resolve issues, and promote ideas and proposals. Listens carefully and asks questions to build understanding.
  • Collaborates Internally and Externally: Takes a positive, collaborative approach within own team and with other colleagues. Supports others’ efforts, putting aside own interests to do so. Resolves issues by approaching those involved directly in a non-judgmental, non-emotional manner.

Required Technical Competencies and Experience:

  • Experience organizing complex schedules or projects and managing multiple stakeholders in an administrative support or similar setting.
  • Demonstrated success in the development agendas; scheduling; handling of routine correspondence; and other administrative support functions as required.
  • Demonstrate an intermediate to advanced level of proficiency with Microsoft Office Suite and Outlook applications with the ability to quickly learn other applications.
  • Ability to work independently and meet deadlines while managing multiple tasks and changing priorities. Must be able to react to time-sensitive matters as well as manage complex, longer-term initiatives.

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