Executive Assistant

Job Description

Executive Assistant
World Food Prize Foundation

REPORTS TO: World Food Prize Foundation Leadership
APPLICATION DEADLINE: January 16, 2025
APPLY AT: www.worldfoodprize.org/jobs
POSITION LOCATION: Des Moines, Iowa (USA) | In-Person
SALARY: $46,000 - 62,000+ | Commensurate with Professional Experience

JOB PURPOSE

The Executive Assistant ensures the efficiency of the President and Chief Executive Officer by managing scheduling, correspondence and administrative tasks for both leadership and the Foundation. This role involves preparing reports, coordinating meetings, maintaining records and supporting cross-departmental activities. With a focus on discretion, professionalism and organization, the Executive Assistant streamlines workflows, anticipates needs and enables leadership to prioritize strategic objectives.

DUTIES AND RESPONSIBILITIES

EXECUTIVE SUPPORT
Provides comprehensive logistical support to leadership, ensuring seamless communication with internal and external stakeholders.
Maintains and manages leadership’s calendar, including scheduling and coordinating meetings.
Oversees all aspects of event and task execution, ensuring every detail is managed to achieve flawless outcomes.
Cultivates and nurtures strong relationships with stakeholders, serving as a trusted liaison to promote collaboration and alignment.

ADMINISTRATIVE DUTIES
Assists with the coordination and management of the organization-wide calendar to ensure alignment across teams and efficient scheduling.
Arranges and coordinates travel accommodations for the Senior Leadership Team, including flights, lodging, and itineraries, to ensure efficient and hassle-free travel experiences.
Assists Foundation Directors with mass mailings, event invitations, and general outreach efforts to ensure effective communication and engagement.
Manages and updates the Salesforce CRM database, maintaining accurate and organized contact records.
Provides exceptional customer service by overseeing and managing the leadership team’s phone lines, Foundation phone line and personal phone line.
Catalogs and documents important meeting notes and records, ensuring proper organization and accessibility for future reference.
Handles mail and package collection and distribution, as well as the ordering and inventory of office supplies to maintain a well-functioning office environment.

PROJECT MANAGEMENT
Coordinates the execution of contracts with partners and vendors for events related to the Foundation’s annual week of events, ensuring compliance and seamless collaboration.
Provides critical support to WFPF events year-round, as needed.
Serves on various internal committees, as needed.