Executive Assistant

About the Role

The Executive Assistant will provide direct support to the Chief Executive Officer, managing a variety of confidential and complex administrative tasks. This individual acts as the chief intermediary for internal and external communications involving the CEO, serves as liaison with the Board of Directors, and assists in coordinating external relationships and organizational initiatives.

Key Responsibilities

• Manage a highly active calendar and arrange detailed travel plans including itineraries and meeting documents for the CEO.
• Ensure the CEO's schedule is carefully coordinated and followed, communicating on behalf of the CEO with board members, donors, and staff regarding key programs.
• Maintain trusted communication bridges between the CEO's office and other departments, supporting senior management.
• Keep the CEO well-informed of upcoming commitments and follow up as needed.
• Lead and manage special projects impacting the organization, drafting correspondence and ensuring smooth execution.
• Prioritize multiple conflicting tasks proactively and efficiently to successful completion.
• Screen incoming correspondence, calls, and visitors, handling routine matters and escalating important issues.
• Compose letters, memos, and other communications in response to inquiries.
• Serve as liaison between the CEO and staff, transmitting directives and monitoring assignment progress.
• Prepare meeting agendas, gather materials, take minutes, and keep records for meetings and conferences.
• Proofread and edit documents for executive signature, and transcribe dictation including sensitive and confidential material.
• Act as the administrative liaison to the Board of Directors, maintaining confidentiality and complying with bylaws on board matters.
• Participate as a part of the Executive Team, scheduling and attending meetings, and recording minutes.
• Update CEO biography and respond to external requests for information about the CEO and organization.
• Support ongoing relationship cultivation from CEO contacts, including correspondence to donors.
• Perform other duties as assigned by the CEO.

Educational and Experience Requirements

• Bachelor's degree plus a minimum of five years' experience supporting senior management at an Executive Assistant level; experience with a Volunteer Board preferred.
• Alternatively, ten years or more of experience at the Executive Assistant level with senior management and Volunteer Board experience may substitute for the degree requirement.

Additional Qualifications

• Excellent verbal and written communication skills for effective interaction with clients, staff, and external stakeholders.
• Ability to work under pressure, meet deadlines, and maintain a positive outlook.
• Willingness to work flexible hours, including non-traditional times, as necessary.
• Strong interpersonal skills to build relationships with staff, board members, partners, and donors.
• Capable of handling confidential information with discretion.
• Exceptional organizational skills, multitasking capabilities, and attention to detail.
• Proactive problem-solving skills with sound decision-making ability.
• Ability to work both independently and collaboratively.
• Proficiency in advanced Microsoft Office applications including Word, Excel, PowerPoint, and Outlook.
• Reliable transportation with valid driver's license, good driving record, and automobile insurance for travel requirements.
• Commitment to the organization's mission and values.

Physical Requirements

• Ability to safely perform job duties in compliance with ADA and applicable laws.
• Occasional travel to alternate locations required.
• Frequent sitting, standing, walking, speaking, and hearing.
• Extensive computer use with sufficient hand dexterity to operate a keyboard and read a screen.
• Ability to lift or carry up to 25 pounds.

Additional Information

This position is contingent upon continued funding and may end if funding is discontinued. The organization retains the right to reassign duties as needed. Compliance with upcoming Care Provider Background Screening Clearinghouse requirements is necessary, including providing a link to the clearinghouse educational site in all related job postings.

https://info.flclearinghouse.com