Administrative Assistant, Executive Office

Full-time, hourly, non-exempt, hybrid position.

Organization Overview

Westside Food Bank (WSFB) is a 501(c)(3) nonprofit organization that has been serving Los Angeles County since 1981. Through a network of approximately 65 social service food programs, WSFB provides a wide range of nutritious food to children, families, seniors, veterans, and others experiencing food insecurity throughout the Westside of Los Angeles County.

Westside Food Bank’s mission is to end hunger in our communities by providing access to free nutritious food through food acquisition and distribution, engaging the community, and advocating for a strong food assistance network.

At the heart of our work is a commitment to providing personalized service to our member agencies and helping ensure that nutritious food reaches the people and communities who need it most.

Position Summary

The Administrative Assistant, Executive Office provides high-level administrative support to Westside Food Bank’s President & CEO and Director of External Affairs and serves as the primary administrative liaison to the Board of Directors and its committees.

The position supports the effective operation of the Executive Office by coordinating schedules and communications, tracking priorities and follow-up, preparing materials, maintaining organized records, and supporting relationships with Board members, donors, government representatives, community partners, and other key stakeholders.

The Administrative Assistant reports to the Director of External Affairs, who oversees the day-to-day administrative operations and workflow of the Executive Office and coordinates priorities with the President & CEO. The Administrative Assistant works closely and directly with the CEO while also supporting the Director of External Affairs and, as capacity permits, other members of senior leadership.

Roles and Responsibilities

Executive Office Support

• Serve as the Executive Office’s primary on-site presence as CEO and Dir. of External Affairs are often in the field or working offsite.
• Manage the CEO’s calendar, including scheduling and confirming internal and external meetings, appointments, and engagements, and provide reminders regarding deadlines, commitments, outstanding requests, and follow-up.
• Answer the CEO’s telephone calls and monitor voicemail; respond to routine inquiries and route higher-level or sensitive matters to the CEO as appropriate.
• Review, organize, screen, and route incoming correspondence and documents; identify items requiring timely attention and maintain systems to track requests, commitments, and follow-up.
• Draft, edit, proofread, format, and prepare correspondence, reports, presentations, meeting materials, and other documents for the CEO and Director of External Affairs.
• Coordinate CEO travel, including registration, transportation, lodging, itineraries, and related logistics.
• Organize and maintain Executive Office electronic and physical records and files.
• Provide administrative and logistical support to the Director of External Affairs, including scheduling, correspondence, meeting preparation, stakeholder follow-up, and coordination of external engagements.
• Handle confidential and sensitive information involving personnel, Board members, donors, finances, organizational strategy, and other matters with sound judgment and discretion.

Board & Committee Administration

• Coordinate scheduling, logistics, and administrative preparation for meetings of the Board of Directors and Board committees.
• Coordinate preparation and distribution of agendas, Board packets, reports, presentations, and supporting materials in collaboration with the CEO, Director of External Affairs, and appropriate staff.
• Attend Board and committee meetings; prepare accurate minutes and maintain systems for tracking decisions, action items, and follow-up.
• Maintain organized Board and committee records, meeting materials, minutes, and other governance documents.
• Coordinate routine Board communications, scheduling, reminders, acknowledgments, and other administrative needs.

External Relations & Stakeholder Support

• Assist the CEO and Director of External Affairs with individualized correspondence, acknowledgments, appreciation, and follow-up involving donors, public officials, community partners, and other key stakeholders.
• Coordinate meetings and visits involving elected officials, donors, community partners, agency represent…