EXECUTIVE ADMINISTRATOR
Office of the President & CEO | The Sharing Center | Longwood, Florida
Salary: $55,000 - $60,000 annually divided into 26 biweekly pays | Status: Full-time, Salaried, Exempt | Schedule: Monday-Friday; occasional nights/weekends
Position Overview
The Sharing Center was established in 1986 to serve our community with life’s basic essentials, with the mission to provide essential resources to those in need while ensuring dignity, reflecting Christian generosity, and sharing God’s love. The Sharing Center is seeking an experienced Executive Administrator to provide high-level administrative and operational support to the President & CEO while also supporting members of the C-Suite leadership team. This role is a key connector across executive leadership, the Board of Directors, staff, community partners, donors, and external stakeholders.
Reporting Relationship & Overall Responsibility
The Executive Administrator reports directly to the President & CEO and serves as the primary administrative partner to the CEO. The position also provides coordinated administrative support to C-Suite team members, with priorities established by the President & CEO. The Executive Administrator must exercise sound judgment, discretion, initiative, and professionalism while managing confidential information, competing priorities, executive communications, and high-level organizational logistics.
Essential Duties and Responsibilities
· Provide comprehensive executive administrative support to the President & CEO, including management of an active and complex calendar, meeting preparation, scheduling priorities, and follow-through.
· Provide administrative and coordination support to C-Suite team members, including scheduling, meeting logistics, document preparation, information flow, and selected special projects as assigned by the President & CEO.
· Serve as a trusted gatekeeper and gateway for the President & CEO, managing access, priorities, internal and external requests, and time-sensitive matters with sound judgment.
· Act as a liaison between the President & CEO, C-Suite leadership, Directors, departments, the Board of Directors, donors, community partners, and external stakeholders to support clear and timely communication.
· Coordinate Board of Directors activities and maintain Board and corporate governance documents, including materials for board meetings, committee meetings, annual board training, and related records.
· Prepare agendas, meeting materials, briefing documents, presentations, and other executive-level correspondence; capture meeting minutes and action items when required.
· Track executive and leadership assignments, deadlines, decisions, and follow-up items; provide status updates and help ensure accountability across responsible team members.
· Receive, screen, and prioritize communications to the President & CEO, determining which matters require immediate attention, delegation, response, or follow-up.
· Handle highly sensitive organizational, personnel, financial, donor, Board, and executive information with strict confidentiality and discretion.
· Schedule and coordinate logistics for executive meetings, leadership meetings, board meetings, external visitors, candidate interviews, retreats, conferences, and special events.
· Coordinate travel arrangements and itineraries for the President & CEO and, when assigned, C-Suite team members.
· Track and reconcile executive expenditures, reimbursements, receipts, and related administrative documentation.
· Maintain organized executive records, files, contact information, donor/partner interactions, and other information necessary for efficient executive operations.
· Provide professional hospitality to guests and help create a welcoming, mission-aligned experience for visitors and stakeholders.
· Support organizational events and cross-functional initiatives, including collaboration with Development, Marketing, Finance, Human Resources, Operations, and other departments as needed.
· Anticipate executive needs, identify potential scheduling or communication conflicts, and proactively recommend solutions before issues escalate.
· Perform other duties and special projects as assigned by the President & CEO.
Time Requirements
This is a full-time, salaried, exempt position. The standard schedule is Monday through Friday, with occasional evening and weekend responsibilities based on Board meetings, organizational events, executive priorities, or other business needs.
Qualifications
· A heart for the ministry and mission of The Sharing Center.
· Five or more years of progressively responsible administrative experience, including demonstrated experience supporting a President/CEO, C-Suite executive, or senior executive leadership team; equivalent combinations of education and experience may be considered.
· Exceptional organizational and prioritization skills with the ability to manage multiple high-level responsibilities, deadlines, and last-minute changes with strong attention to detail.
· Demonstrated executive presence, professionalism, maturity, diplomacy, and sound judgment in interactions with senior leaders, Board members, donors, community partners, staff, and guests.
· Proven ability to anticipate needs, solve problems independently, exercise initiative, and work effectively with limited supervision.
· Exceptional written, verbal, non-verbal, and interpersonal communication skills, including the ability to draft professional executive correspondence and communicate on behalf of leadership when directed.
· Ability to maintain the highest level of integrity, discretion, and confidentiality.
· Advanced proficiency with Microsoft Office Suite products; experience with Bloomerang or other CRM/project management systems preferred.
· Ability to plan, coordinate, and execute multiple projects, meetings, events, and executive priorities simultaneously.
· Strong listening, follow-through, customer service, and relationship-management skills.
· Valid driver’s license required.
· College degree preferred; relevant executive administrative experience may substitute for formal education.
Benefits
- Health Insurance
- Paid Time Off
- Dental Insurance
- Vision Insurance
- Life Insurance
- 401(k) Matching
- Retirement Plan
- Employee Discount
- Professional Development Assistance
- Employee Assistance Program
- Fitness Reimbursement
Work Environment
The Sharing Center operates on a large campus with multiple retail programs and operational areas. Some walking between departments and occasional standing are required, although most work is performed in an office environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The statements above describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel in this classification.
Equal Employment Opportunity
It is the policy of The Sharing Center to provide equal employment opportunities to all employees, applicants, and clients. The Sharing Center does not unlawfully discriminate on the basis of race, religion, color, creed, ancestry, national origin, citizenship, age, gender, marital status, parental status, sexual orientation, membership to any labor organization, political ideology/affiliation, disability of an otherwise qualified individual, or any other legally protected basis, to the fullest extent provided by federal, state, and/or local law.
We conduct background checks as part of our hiring process. Skill assessments may be used to determine proficiency.
Salary Range: $55,000 - $60,000 annually divided into 26 biweekly pays
Interested candidates, please send your cover letter and resume to: Renee Finegan, Director of People Services
[email protected]
Job Type: Full-time
Pay: $55,000.00 - $60,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance
Education:
Experience:
- Executive Assistant: 3 years (Preferred)
Work Location: In person
