TITLE: Executive Assistant to President & CEO
DEPARTMENT: Administrative
REPORTS TO: President & Chief Executive Officer
FLSA Status: Exempt
WORKER CATEGORY: Full-Time
EMPLOYMENT FUNCTION: Support
LOCATION: Syd & Marianne Levy Service Center
ADDRESS: 101 E Colonial Drive, Orlando, FL 32801
POSITION SUMMARY:
The Executive Assistant to the President & CEO serves as a strategic partner, trusted advisor, and operational extension of the CEO. This role provides high level executive support, ensuring the CEO’s time, priorities, and relationships are managed with precision, discretion, and excellence. The EA anticipates needs, removes barriers, and creates the conditions for the CEO to operate at maximum effectiveness across a complex, fast moving organization. The role also supports governance operations, board engagement, donor stewardship, and cross departmental coordination.
SUCCESS PROFILE:
The ideal candidate is proactive, polished, discreet, and deeply reliable. They thrive in ambiguity, think several steps ahead, and create order out of complexity, helping the CEO and C-Suite leaders to drive the strategic direction of the organization. They are a culture carrier, professional, warm, and aligned with the CEO’s leadership style and values.
KEY RESPONSIBILITIES:
Executive Support & Strategic Prioritization
- Manage and optimize the CEO’s calendar, commitments, and workflow, ensuring alignment with organizational priorities.
- Anticipate needs, prepare briefing materials, and ensure the CEO is fully equipped for meetings, presentations, and external engagements.
- Monitor executive email, draft responses, and follow up on key items.
- Serve as the primary gatekeeper, triaging incoming requests to protect executive focus.
- Develop dossiers, reports, and presentations aligned with org branding and communication standards.
- Assists in fund raising efforts as assigned by providing administrative support to committee chairs, Board Members, and volunteers
- Provide scheduling, travel, logistics, agenda-setting, and documentation support.
- Maintain strict confidentiality: Handle highly sensitive organizational information, including personnel files, executive reviews, legal documents, and funding negotiations with absolute discretion.
- Manage internal and external meeting logistics, including hospitality, travel, and virtual setup.
- Process expense reports, invoices and reimbursements accurately and in a timely manner.
Board & Stakeholder Coordination
- Serve as Governance Board Liaison.
- Maintain official records, Board rosters, committee lists, bylaws, and governance compliance tracking.
- Prepare and distribute board and committee meeting notices, agendas, and packets.
- Attend all Board and Executive Committee meetings; transcribe, format, and archive official minutes.
- Coordinate Board Orientation, Annual Meetings, and the annual Board Retreat.
- Support preparation for board meetings, committee meetings, and executive leadership sessions.
- Draft correspondence, talking points, and executive communications on behalf of the CEO.
- Maintain strong relationships with board members, donors, community partners, and internal leaders.
- Database and CRM interaction: Utilize donor software (Salesforce) to review stakeholder profiles and ensure executive interactions are logged accurately.
Stakeholder, Donor & Community Engagement
- Draft correspondence, talking points, and executive communications on behalf of the CEO.
- Maintain strong relationships with board members, donors, community partners, and internal leaders.
- Support donor stewardship by preparing briefing memos, tracking cultivation touchpoints, and coordinating executive engagement.
- Represent the Executive Office with professionalism in interactions with corporate partners, government officials, and community leaders.
- Maintain strict confidentiality regarding sensitive organizational information.
Operational Excellence & Project Management
- Oversee the flow of information to and from the CEO’s office, ensuring clarity, accuracy, and timeliness.
- Track key initiatives, deadlines, and deliverables, ensuring follow up and accountability across teams.
- Independently resolve scheduling conflicts and logistical challenges.
- Process expense reports, invoices, and reimbursements accurately and promptly.
- Support cross functional initiatives, special projects, leadership meetings, and executive retreats.
- Identify opportunities to streamline processes and enhance the efficiency of the CEO’s office
- Adopt and utilize existing and emerging technology such as AI to more effectively manage workload
Data, Systems & Administrative Operations
- Maintain contacts in Outlook and ensure alignment with donor CRM systems (Salesforce).
- Coordinate with Advancement to prepare prospect files for donor appointments, new board members, and corporate profiles.
- Provide backup support for phones, mail processing, and general administrative functions when needed.
- Ensure accurate logging of executive interactions and stakeholder engagement in CRM systems.
Leads Self, and Teams with Accountability:
- Lead or support special projects, research, and cross functional initiatives as assigned by the CEO.
- Coordinate high impact events, executive meetings, and leadership retreats.
- Identify opportunities to streamline processes and enhance the efficiency of the CEO’s office.
Ethical Practice:
- Instills Trust: Acts with integrity and transparency, ensuring that ethical practices are upheld with all donors, financial, and business operations.
QUALIFICATION REQUIREMENTS
- Bachelor’s degree is preferred in Business, Communications, Nonprofit Management, or related field.
- Minimum of 5 years of executive-level support; 7–10 years preferred for high complexity environments.
- Exceptional written and verbal communication skills, including proposal development, presentation skills, and ability to adapt style to different audiences.
- Experience collaborating across departments (e.g., programs, finance, marketing, operations) to align partnership and strategies with organizational priorities.
- Strong judgment, emotional intelligence, and ability to navigate sensitive situations.
- Proven ability to manage multiple priorities, anticipate needs, and operate calmly under pressure.
- Mission driven mindset and commitment to advancing youth development and community impact.
- High level of strategic thinking with strong project management skills, including planning, prioritizing, problem-solving, and meeting deadlines in a fast-paced environment.
- High Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams, SharePoint) and CRM systems (Salesforce or similar) required; experience with event and marketing platforms preferred.
- Ability to manage prioritizing and meeting deadlines to produce quality results under pressure. Executes projects with acute attention to detail and follow-through.
- Ability to collaborate effectively with board members, volunteers, staff, and community partners, maintaining a positive, professional, and solutions-oriented approach.
KEY ROLE COMPETENCIES:
- Strategic Support: Anticipates executive needs and aligns tasks with organizational goals.
- Attention to Detail: Ensures accuracy and thoroughness in communications and administrative processes.
- Interpersonal Communication: Builds trust and communicates effectively with diverse stakeholders.
- Confidentiality: Maintains the highest level of discretion.
- Adaptability: Adapts to changes in the work environment, including working with diverse individuals or groups. Modifies approaches to fit the situation & remains flexible and composed when facing change.
- Results Driven: Works autonomously, prioritizes effectively, and delivers high quality outcomes to optimize organization performance.
- Teamwork: Collaborates with humility, professionalism, and a growth mindset.
ADDITIONAL ACCOUNTABILITIES
- Internal Relationships: Maintains close, daily contact with Club staff (professional and volunteer), Club members, and supervisor to receive/provide information, discuss issues, explain guidelines/ instructions; instruct; and advise/counsel.
- External Relationships: Maintains contact with members, families, alumni, community leaders, youth-serving professionals, other Clubs, media contacts, donors, volunteers, board members, vendors, consultants, consultants, organizations, firms, financial institutions, and others to achieve program goals and objectives, manage costs, share information, and resolve problems.
ENVIRONMENTAL AND WORKING CONDITIONS:
- Normal professional office environment with occasional visits to Club sites, corporate offices, and event venues.
- The position requires working in both indoor and outdoor environments of an office or club setting, which may involve exposure to varying weather conditions.
- Ability to read and interpret documents such as safety rules, operating instructions, and policy manuals.
- Required to operate a motor vehicle.
- Work in environments frequented by children and families, requiring adherence to safety and conduct standards that ensure a child-friendly and family-oriented atmosphere.
- Must be adaptable to a dynamic work schedule, including evenings to support club activities and events.
- Ability to lift up to 30 pounds and perform tasks requiring extended periods of sitting, standing, or walking.
- Operates standard office equipment and must maintain visual and auditory acuity.
PHYSICAL AND MENTAL REQUIREMENTS:
- Physically capable of performing management, programming, in-person activities, and club duties on-site, including lifting to 30 pounds, standing, sitting, or walking for extended periods, bending, and reaching.
- Operates a computer and other office productivity equipment such as a copy machine, phone, printer, and tablet frequently. Requires the ability to work on a computer for extended periods (8+ hours), including performing tasks that involve repetitive motion, visual focus, and fine motor skills
- Visual and auditory acuity to monitor the environment and ensure safety standards are maintained.
- Mental resilience and the ability to stay focused and effective in a busy, sometimes noisy environment.
- Capacity to handle multiple tasks simultaneously and prioritize effectively.
- Strong interpersonal skills to interact positively with children, family members, and other staff.
- Exposure to outdoor weather conditions, uneven surfaces, and stairs.
- Consistently demonstrates capacity to synthesize and interpret complex information, policies, and contracts, and to translate them into clear implications, strategies, and recommendations for the organization.
- High-level analytical and critical thinking skills to collect, evaluate, and integrate quantitative and qualitative data, define root causes, and develop sound, timely decisions in ambiguous or high-stakes situations.
- Exceptional conceptual and verbal reasoning skills to structure ideas logically, frame strategic choices, and articulate clear, concise messages that create alignment across diverse stakeholders and teams.
Pre-Employment and Ongoing Compliance Requirements:
- Candidates must successfully pass a pre-employment drug screening.
- Continued employment is contingent upon passing randomized drug screenings as part of our commitment to maintaining a safe and healthy work environment.
Disclaimer:
The information presented in this job description is intended to illustrate the general nature and level of work expected of employees in this classification. It is not a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job. Job responsibilities and requirements are subject to change based on the club's needs and the direction of the Club Director and Chief Executive Officer.
Department of Children and Families Level II Background Check - Please see the link below to the new Care Provider Background Screening Clearinghouse Education and Awareness website. This site was implemented under the directive of House Bill 531 (2025).
https://info.flclearinghouse.com
