Executive Assistant

Executive Office Manager
Non-Exempt $31-34/hour; 20 hours/week

About the Pantry
The Pantry is the only weekly choice food pantry available to residents of the 21 northern Westchester
communities we serve. It provides three in-person food distributions a week and bi-weekly home deliveries. Our staff and volunteers serve several hundred area households weekly. Our mission is nourishing our neighbors in need, and we envision a northern Westchester community where everyone has enough nutritious food and is empowered to thrive.

Position Summary
The Executive Office Manager is a vital part-time role reporting to the Executive Director, ensuring the Pantry’s administrative, financial, and logistical functions operate with maximum efficiency. Serving as the organization’s central administrative hub, this position provides "back-office" leadership by managing data integrity, providing financial quality-control oversight, and supporting development and operations. By resolving administrative bottlenecks and managing digital infrastructure, the Executive Office Manager enables the leadership team to remain focused on direct community service while upholding the Pantry’s commitment to accuracy and compliance.

Job Responsibilities:
Executive & Organizational Leadership Support
● Executive Assistance: Support the Executive Director by developing high-level presentations and reports
using the most current pantry data.
● Compliance & Policy: Help develop, maintain, and monitor adherence to internal Pantry policies and
procedures to ensure organizational compliance.
● Staff Coordination: Manage the administrative side of staff activities, including orientation, scheduling,
recording meeting minutes, and coordinating recognition for staff and Board milestones.

Financial Oversight & Quality Control
● Expenditure Quality Control: Collaborate with the outsourced finance team to provide a "check and
balance" on expenditures, ensuring vendor records are accurate and payments are timely.
● Tax-Exempt Verification: Provide oversight for bill payments, specifically verifying that tax-exempt status is
correctly applied to all external vendor transactions.
● Contract Management: Ensuring all contracts are renewed in a timely manner and up-to-date on
payments, including business insurance policies.
● Treasury Support: Manage petty cash.

Human Resources and Payroll:
● Human Resources: Responsible for administration of the hiring process including job postings, reviewing
candidates, scheduling interviews and support the onboarding new staff.
● Payroll: Responsible for setting up all new staff in the ADP Payroll system and for review and submission
of bi-weekly payroll. This includes ensuring timesheets are completed and are an accurate reflection of
time worked by staff.

Data Systems & Digital Administration
● Platform & System Administration: Provide technical backup for core platforms, managing logins and
subscriptions for Google Workspace, Microsoft Office, Food Bank Manager, VoIP, and text-based services.
Help keep the shared Google Drive organized.
● Workflow Optimization: Proactively troubleshoot technical issues and optimize digital workflows to
improve overall staff efficiency.

Organizational Support
● Central Administrative Hub: Identify and resolve "back-office" bottlenecks to ensure the staff team
remains focused on the core mission.
● Correspondence & Inquiries: Manage general phone number messaging and messages; monitor PO Box
and Pantry mail and generic email account (e.g., info@), serving as the professional first point of contact
for the organization.
● Logistics & Procurement: Oversee the procurement of office supplies, manage the maintenance of office
equipment, and monitor utility needs to ensure uninterrupted service delivery. Maintain office space in
an organized and functional manner.

General Leadership & Mission Support
● Maintain strict legal and ethical integrity, ensuring the privacy and dignity of all guests, donors, and
volunteers is protected in every administrative transaction.
● Adapt to shifting priorities by assisting with administrative tasks for specialized pantry programs
needed.
● Participate in staff meetings to contribute to long-term strategic planning and provide insights into
improving organizational processes.
● Other duties as needed.

Requirements/Qualifications:
Experience & Skills
● Administrative & Data Excellence: Proven experience in office administration, data management, or
"back-office" operations within a professional environment. Experience with donor databases (e.g.
Donor Perfect) or CRM systems is highly preferred.
● Technical Savvy: High proficiency with Google Workspace and Microsoft Office (specifically
spreadsheets); demonstrated ability to manage and troubleshoot digital platforms such as Food Bank
Manager, Text based platforms, and VoIP systems.
● Financial Oversight Support: Basic understanding of financial administrative tasks, such as tracking
expenditures or managing petty cash, with a strong attention to detail for "check and balance" quality
control.
● Organizational Mastery: A self-starter who is exceptionally organized and detail-oriented; must be
capable of identifying operational bottlenecks and managing multiple data sets autonomously.
● Professional Communication: Exceptional written and verbal communication skills to serve as the
professional first point of contact for The Pantry and to assist the Executive Director with high-level
reports and presentations.

Legal & Mission Alignment
● Commitment to Mission: A deep passion for addressing food insecurity and a commitment to the
Pantry’s vision of community empowerment and "nourishing our neighbors in need".
● Integrity: Must exercise strict legal and ethical integrity, maintaining the privacy and dignity of all
guests, donors, and volunteers in every administrative transaction.
● Eligibility: Must be legally eligible to work in the United States.

Work Schedule:
Schedule Notes & Flexibility:
● This is a hybrid position requiring approximately 20 hours per week. While many tasks can be performed
virtually, it is expected that the Executive Office Manager will be on site at least 3 half-days per week.