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About Newman’s Own Foundation
Newman’s Own Foundation is a private grantmaking foundation whose mission is to nourish and transform the lives of children who face adversity. The Foundation continues Paul Newman’s commitment to use all the money that it receives—100% of the profits and royalties—from the sale of Newman’s Own products in service of its mission and within three priority programmatic areas: Nutrition Education and School Food, Indigenous Food Justice for Youth, and Joyful Experiences for Children with Serious Illnesses. Through the efforts of Paul Newman, Newman’s Own, and the Newman’s Own Foundation, over $600 million has been given to social impact organizations since 1982.
We are currently hiring for the following position:
EXECUTIVE ASSISTANT
Job Summary
The Executive Assistant is responsible for managing the President and CEO’s scheduling, expense reporting, and travel needs, acting as an experienced executive assistant in this capacity. In addition, the role will also manage team wide meeting scheduling, internal and external event planning and operations, contract execution and invoicing, and support data entry, digital and physical filing, and operations for various software platforms, including but not limited to Salesforce, Air, MailChimp, Zoom, JustFund, Grapevine, Sharepoint, Google Drive, and more.
Essential Duties & Responsibilities
- Manage scheduling, expense reporting, and travel arrangements of President and CEO and Board Members (40%)
- Support CEO with daily administrative duties and complete a wide variety of administrative tasks, including managing an active calendar of appointments and travel plans; and communicating directly and on behalf of the CEO with critical external and internal stakeholders
- Manage efficient and strategic scheduling, overseeing the calendar of the CEO
- Assist with personal scheduling, notetaking, setting up conference calls, maintaining CEO Office records, and other support tasks as needed. Maintain order and upkeep of executive offices, including office appearance, mail, main line phone calls, tracking and restocking of supplies, and coordination of IT support
- Arrange complex and detailed travel plan for CEO and NOF Board members as needed. Determine travel needs for all upcoming trips. Arrange flight and accommodation bookings within parameters for cost and convenience
- Manage expense reports and allocations
- Support the CEO in preparation for and management of meetings in a professional manner as needed, including taking minutes as needed
- Manage and oversee team meeting scheduling, internal and external event planning and operations, contract execution and invoicing (30%)
- Maintain and review professional memberships and renew subscriptions
- Work with Legal and Finance teams to ensure vendor contracts are drafted and signed, and invoices are set up and paid in timely manner
- Plan internal and external in-person and virtual meetings, make all necessary arrangements, manage and oversee all logistics including catering, booking, and digital platform set ups, handle communications, and follow up as required; prepare agendas, and take meeting minutes when required
- Support Grant Manager and other team members as regards data entry, digital and physical filing, and operations for various software platforms, for example: (20%)
- Support logistics and administration of grant cycle processes, and assist with grantee communications for example setting up new users in platforms, responding to general inbox enquiries, and more as assigned
- Support upkeep of grant management system data and relationship management software: updating organizational records and contact information, creating organization records in grant management system, running and creating reports
- Support upkeep of physical and digital recordkeeping, including on Sharepoint, Google Drive, Air.Inc, and other platforms
- Coordinate all operations and logistics for virtual or in-person site visits for grantee spotlights
- Regularly update relevant databases and systems with meeting notes and appointments as assigned
- Perform other team operations as assigned by CEO (10%)
Minimum Qualifications & Skills
- At least 5 years experience in executive assistant for CEO or equivalent role
- Previous experience supporting Board of Director meetings, for example arranging travel schedules and taking minutes strongly preferred
- Excellent organizational skills with careful attention to detail
- Strong interpersonal skills and the ability to build goodwill and relationships with stakeholders, including staff, Board members, external partners, and donors
- Quick learner
- Ability to work independently and with professional discretion and confidentiality
- Superb written and verbal communication skills
- Good analytical and problem-solving skills
- Excellent editing and research skills
- Ability to work with a broad range of people from different cultures and contexts
- Excellent project management, time-management
- Advanced Microsoft Office Suite skills, including Microsoft Excel, PowerPoint, Word, and Outlook
Desired Knowledge and Skills
- Previous experience in team operations / office manager roles highly valued
- Previous experience working at a Foundation or nonprofit a plus
- Strong knowledge of Microsoft Office 365 (OneNote, OneDrive, SharePoint, and Teams) preferred
- Strong knowledge of Salesforce, Mailchimp, Zoom Webinar preferred
Work Location & Travel
Hybrid, within commuting distance of Westport, CT. Given operational nature of role, some physical presence is required in office. The Executive Assistant will be expected to be in office a few days a month (4-8+) or week (1-2+), whether that is performing physical filing duties, setting up all staff meetings, covering for receptionist duties when needed, meeting with Newman’s Own Foundation team members, Newman’s Own Inc. employees, and other stakeholders.
Physical Demands
Desktop, filing, meetings, travel including some overnight.
Salary Range
$75,000/yr – $82,000/yr
Benefits
Newman’s Own Foundation offers generous benefits, which currently include:
- Medical insurance plan with 98% of plan premium covered by Newman’s Own Foundation
- Dental insurance plan with 100% of plan premium covered by Newman’s Own Foundation
- Responsible Paid Time Off
- Paid Volunteer & Holiday Time Off
- 401K savings plan with company match up to 6%
- Up to $1,500 of well-being and up to $10,000 of tuition reimbursement per year
To apply, email a pdf of your resume and cover letter to RecruitingNOF@newmansown.org. Include “Executive Assistant” in the subject line. We aim to start reviewing applications immediately and will continue on a rolling basis until the position is filled.
Our Values
Newman’s Own Foundation’s values are shared with the food company, Newman’s Own, Inc., and encompass generosity, community, integrity, innovation, and excellence.
The more diverse our team is, and representative of the communities we seek to serve, the better we can achieve our mission. We seek to build and cultivate a team of staff, vendors, and partners that represent a diversity of thought, background, and lived experiences, and strive for justice in our organizational processes and results. We are particularly interested in increasing access for those in underserved communities who may not traditionally have access to social impact job opportunities.
All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, sex, sexual orientation, gender identity, relation, disability, age, genetic information, veteran stats, ancestry, or national or ethnic origin, or any other protected characteristic as established under law.
