Job Description

Executive Administrative Assistant

Department:Human Resources
Location:Phoenix, AZ

St. Mary's Food Bank is currently seeking an Executive Administrative Assistant. This position performs a high level of administrative and secretarial duties requiring initiative, discriminating judgment, strong computer competency and confidentiality.  This position does require supervision of the front desk staff.

Position Responsibilities

  • Provide professional assistance in all administration aspects of the President/CEO’s office and Sr. Staff, maintaining confidentiality in all aspects of job duties as applicable.
  • Respond to all incoming correspondence and telephone calls, screening when necessary, and respond to all inquiries and requests not requiring the President/CEO’s attention.
  • Organize the Board of Directors meetings/annual retreats, Senior Staff meetings and quarterly committee meetings including the preparation of agendas, recording minutes, and assist in all meeting logistics, including preparation and distribution of meeting materials in a timely manner. 
  • Serve as liaison and representative when needed between staff, volunteers, donors, Board of Directors and Advisory Council members and the President/CEO for the purpose of dissemination of information. 
  • Organize travel arrangements for the organization, which may include one or all of the following:  flight, hotel reservations and car rental, conference/seminar registration
  • Maintenance and distribution of organizational chart and telephone directory.
  • Financial responsibility for ordering items as needed by various departments.  Preparation of corporate  credit card statement with proper accounting, preparation of invoices, expense reports and timesheets.
  • Coordinate off-site meetings/conferences as needed.
  • Prepare birthday cards for staff and board members for signature.
  • Serve as backup for the receptionist to cover breaks or longer as the need arises.
  • Perform other duties as assigned.


Educational requirements for this position are to include a high level of secretarial or business training with a minimum of 5 years experience as an Executive Secretary or an administrative assistant.  In addition, this position also requires proficiency in various computer programs as well as excellent typing and proofreading skills.     


Knowledge, Skills, and Abilities

  • Demonstrated written and oral communication skills.
  • Ability to perform multiple tasks with minimal supervision.
  • Self-starter able to work independently and efficiently with attention to detail.
  • Quality customer service both to internal and external customers.
  • Demonstrated ability to function as an effective team player.
  • Professional demeanor and ability to interact with staff, volunteers, donors, Board of Directors and Advisory Council members at times with confidentiality.
  • Dedication and commitment to the Mission Statement and Values of the St. Mary’s Food Bank Alliance.

St. Mary’s offers a generous compensation package which includes medical, dental, vision, short-term and long-term disability, 401K, PTO, employer paid life insurance, and more!

Please submit your resume and salary requirements to:


Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

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