Executive Assistant/ Project Coordinator

ABOUT CITY HARVEST:

City Harvest is New York’s first and largest food rescue organization, helping to feed millions of New Yorkers who struggle to put meals on their tables. During our 40 years serving New Yorkers in need, we have rescued more than one billion pounds of fresh, nutritious food and delivered it free of charge to hundreds of food pantries, soup kitchens, community partners, and our own Mobile Markets across the five boroughs. This year, we will rescue and distribute more than 77 million pounds of nutritious food to our neighbors in need. City Harvest works alongside our community partners to boost community capacity, expand nutrition education, and strengthen local food systems. Since our founding in 1982, City Harvest has always been there to feed our city one day, one meal, one New Yorker at a time.

At City Harvest, we offer more than a job; we offer a mission-driven career. In addition to contributing to our fight against food insecurity in New York, we provide a competitive salary, comprehensive benefits (including medical, dental, and vision coverage), employer contributions towards premiums, employer-provided life insurance, and a 403(b)-retirement savings plan with matching contributions. Our staff enjoys discounted perks (movie tickets, gym memberships, cellular plans, etc.), generous time-off policies, and ample professional development opportunities.

JOB OVERVIEW / WHAT A TYPICAL DAY MIGHT LOOK LIKE:

• Provide the COO and VPs with administrative support and flawlessly manage a complex schedule including internal and external meetings.
• Act as the Project Coordinator for cross-functional Supply Chain, Operations and Programs teams, keeping project processes organized and running according to plan, including preparing presentations, reviewing key data points for accuracy, communicating between various teams internally, setting times and dates for meetings to keep on schedule, and identifying and communicating any issues with timelines or budgets.
• Prepare PowerPoint presentations for high-level meetings including board and staff meetings.
• Maintain high level of knowledge of all departments’ functions and activities in order to respond to internal and external inquiries and requests for information and departmental support.
• Maintain an organized system of tracking, monitoring and prioritizing tasks and projects.
• Conduct research as requested in preparation for meetings, phone calls, board reports, and business trips.
• Organize departmental meetings; collect and draft agendas; coordinate catering, supplies and multi-media; and take and distribute minutes.
• Circulate documents within the department to acquire necessary approvals and to ensure all appropriate parties are copied on pertinent documents, for example: contracts, policies, expense reports and request forms.
• Compile and process expense reports timely and accurately.
• Provide a wide range of administrative support, organizational assistance, and project management to the COO and VP leaders in a fast-paced environment. Be responsible for special projects and other assignments as directed by leadership.
• In partnership with the Sr. Project Manager & Executive Administrative Lead manage a system for monthly, quarterly, and year-end reporting to ensure narrative and data are accurate from all 7 departments, that deadlines are met and final materials, including report narrative and metrics, are submitted for review accurately and timely.
• In partnership with the Operations and Program teams and Sr. Project Manager & Executive Administrative Lead, create and codify Standard Operating Procedures (SOP’s). Test for usability, viability, and risk.
• Contribute to special projects lead by the Sr. Project Manager & Executive Administrative Lead alongside the administrative functions across the organization to enhance and develop organizational resources and systems.

WHAT YOUR BACKGOUND SHOULD LOOK LIKE:

• Education: BA College degree preferred
• Experience: 4-6 years of prior experience as an Administrative Assistant with roles increasing in scope and complexity including 2+ years supporting multiple lead people including the leader of a significant department or organization.
• License: Not required
• Travel, if any: None
• Physical: Organizational Skills
• Outstanding project management skills
• Great attention to detail with superb organizational skills
• Highly responsive, timely, accurate and thorough in follow-through,
• Highly flexible and positive in nature, excellent in managing shifting timelines and priorities.
• Strong ability to work proactively and take initiative.
• Ability to view the larger picture and strategize how to continuously improve systems.
• Strong capability in prioritization and committed to meeting deadlines of multiple projects.
• Excellent oral and written communication skills
• Comfortable with data and spreadsheets
• Strong ability to diplomatically manage interactions with individuals at all levels and job functions both inside and outside of the organization.
• Excellent judgment and ability to handle confidential information, outstanding influencing and accountability skills.
• Results-oriented: creative and tenacious in accomplishing tasks, positive and calm attitude with inclination to view problems as challenges and enjoy finding solutions.
• Outstanding computer skills: Microsoft Word, Excel, Outlook and PowerPoint; eager and capable of learning new software (including GIS)
• Creative thinking skills to allow for complex problems that may not have one clear answer.
• Proven ability to drive cohesion and collaboration among many different people & functions.
• Proven tenacity and resilience to overcome challenges, i.e., course correct projects that get off track.
• Strong negotiation skills and proven ability to influence.

WHY WORK AT CITY HARVEST?

There are many fantastic reasons to choose a career with City Harvest. In addition to fighting food insecurity in New York, City Harvest offers the following Benefits and Rewards:

• Competitive market salaries
• Generous time off
• Full benefits (medical, dental, vision) - employer contributions towards premiums
• Pet Insurance
• 403(b) retirement savings plan with employer-matching
• Free Mental Health Services with Better Help
• Commuter Benefits
• Employer-provided life insurance
• Professional development opportunities
• Discounted staff perks (e.g., movie tickets, gym memberships, cellular plans)

At City Harvest, we enjoy working in a team-based environment and value the benefits of a diversified workplace. City Harvest is an Equal Opportunity Employer.