WORK ENVIRONMENT/PHYSICAL DEMANDS:
Division/Department: Administration
Job Title: Executive Assistant
Reports to (Title): President/CEO
FLSA Status: Non-Exempt
Manager (with direct reports)? Yes
Location: Jacksonville
SUMMARY:
This position reports directly to the President/CEO and provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the office of the President/CEO. The Executive Assistant also serves as a liaison to the Board of Directors, senior leadership team, and external partners while coordinating special projects and supporting organizational initiatives. The Executive Assistant must be resourceful, proactive, and able to thrive in a mission-driven, result-oriented, and community-focused environment. The ideal candidate will demonstrate sound judgment, exceptional written and verbal communication skills, strong administrative and organizational abilities, and the capacity to effectively manage multiple priorities while maintaining attention to detail. The Executive Assistant will have the ability to work independently and manage projects from conception through completion. The Executive Assistant must be able to perform effectively under pressure, handle a broad range of responsibilities, and maintain the highest level of professionalism, discretion, and confidentiality. A thorough understanding of the organization's programs, services, mission, and values is essential to success in this role.
ESSENTIAL DUTIES & RESPONSIBILITIES:
- Completes a broad variety of administrative tasks for the President/CEO, including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging travel arrangements (including local plans), itineraries, and agendas; and compiling documents for travel-related meetings.
- Plans, coordinates, and ensures the President/CEO’s schedule is followed and respected. Provides a “gatekeeper” and “gateway” role, creating win-win situations for direct access to the President/CEO’s time and office.
- Communicates directly, and on behalf of the President/CEO, with Board members, donors, and others on matters related to the organization's programmatic initiatives.
- Completes a broad variety of administrative tasks for the President/CEO, including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging travel arrangements (including local plans), itineraries, and agendas; and compiling documents for travel-related meetings.
- Plans, coordinates, and ensures the President/CEO’s schedule is followed and respected. Provides a “gatekeeper” and “gateway” role, creating win-win situations for direct access to the President/CEO’s time and office.
- Communicates directly, and on behalf of the President/CEO, with Board members, donors, and others on matters related to the organization's programmatic initiatives.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President/CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the President/CEO’s office and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff.
- Works closely and effectively with the President/CEO to keep them informed of upcoming commitments and responsibilities, following up appropriately. Acts as a ‘barometer,’ having a sense for the issues taking place in the environment and keeping the President/CEO updated.
- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects, some of which may have organization impact.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the President/CEO’s ability to effectively lead the company.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
- Maintains both physical and electronic Master Calendar for organization, along with the company contact information in Outlook.
- Support the Development Team with special events, tracking donors, and any other related functions.
- Support the Director of Human Resources with special projects as designated.
WORK EXPERIENCE & JOB-RELATED SKILLS (Required/Preferred):
Required:
- Must be proactive, efficient, and maintain a high level of professionalism and discretion
- Ability to uphold all requirements regarding client confidentiality
- Ability to exhibit a calm, courteous demeanor in dealing with clients and staff
- Language Skills - Ability to draft professional correspondence, communications, reports, and other documents on behalf of the President/CEO with minimal direction. Ability to effectively communicate and present information in one-on-one and small-group settings with employees, clients, and other stakeholders. Ability to read, interpret, and apply policies, procedures, and other organizational documents.
- Mathematical Skills - Ability to add, subtract, multiply, divide, and use common fractions/percentages.
- Reasoning Ability - Ability to solve practical problems and deal with a variety of concrete variables with a minimum of direction. Ability to interpret a variety of instructions furnished in written or oral form.
- Customer Service – Ability to provide a high level of interactive service to the targeted customer base/market, building relationships and acting as an internal company advocate.
- Team Orientation & Interpersonal – Must be a highly motivated, passionate, and creative team player with the ability to develop and maintain collaborative relationships with all levels within and external to the organization.
- Communication – Ability to effectively and persuasively express oneself verbally and in writing, using proper grammar and communicating in a professional, diplomatic, and tactful manner.
- Organization & Time Management – Demonstrated ability to work independently with minimal supervision while managing multiple priorities, coordinating complex schedules, meeting deadlines, and maintaining exceptional attention to detail.
- Systems & Software – Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), CRM systems, video conferencing platforms, and other business and office technology applications.
EDUCATION, CERTIFICATION, LICENSURE (Required/Preferred):
- Bachelor’s Degree (Preferred)
- An equivalent combination of education, training, and experience may be considered. Minimum of three (3) to five (5) years of progressively responsible executive administrative support experience, preferably supporting a CEO, President, or other senior executive.
- Screening required for this position: a Level 2 background check (company paid through the Background Clearinghouse - https://info.flclearinghouse.com), a drug screen (company paid), and a driver's license check (company paid) - all at time of job offer
REQUIRED JOB COMPETENCIES (Behaviors For Effective Job Performance)
- Adaptability
- Attendance
- Coordination/Collaboration
- Customer Focus
- Flexibility
- Listening Oral Communication
WORK ENVIRONMENT/PHYSICAL DEMANDS:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Activity (More than 2 + hours per day): Standing, sitting, mobility, writing, bending, and filing
Lifting to include: 11-25 Lbs. and carrying.
Environmental Conditions: Noisy
Sensory: Hearing to converse, hearing to use the telephone, talking, reading, distance 1-5ft.
Driving: Incidental driver.
Keying: Frequently (2-3 hours daily).
The statements included in this Job Description are intended to describe the general nature and level of the work being performed by the person assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required.
