POSITION SUMMARY
The Executive Administrative Assistant serves as the dedicated administrative partner to the Chief Executive Officer of Habitat for Humanity of Lee and Hendry Counties. This is a high-trust role that sits at the center of executive operations, requiring a strong command of professional communication, organization, and discretion. The person in this position works closely with the CEO to ensure priorities are well-managed, commitments are met, and the office operates with consistency and care.
This role is best suited for a seasoned administrative professional who takes genuine pride in their craft — someone who is naturally organized, thinks ahead, and understands the importance of handling sensitive information with integrity. Confidentiality is a foundational expectation of this position and board governance functions. Candidates should bring meaningful experience supporting senior executive leadership and a track record of performing reliably and independently in a professional environment.
ESSENTIAL DUTIES & RESPONSIBILITIES
The following essential functions represent the fundamental job duties of this position. An individual must be able to perform these essential functions with or without reasonable accommodation.
CEO-Dedicated Executive Support
- Serve as the dedicated administrative support partner to the Chief Executive Officer, with a thorough understanding of the CEO’s priorities, schedule, and working style.
- Manage the CEO’s calendar with care and precision — scheduling and coordinating meetings, appointments, and engagements while protecting the CEO’s time and ensuring alignment with organizational priorities.
- Screen and manage incoming correspondence, calls, and emails on behalf of the CEO; draft, proofread, and prepare outgoing communications, memos, reports, and presentations to a professional standard.
- Prepare thorough briefing materials, agendas, talking points, and supporting documentation for CEO meetings, board sessions, community engagements, and external appearances.
- Track CEO action items, commitments, and follow-through across ongoing work; proactively surface upcoming deadlines and ensure timely completion.
- Coordinate travel arrangements, itineraries, and logistics for the CEO and, as needed, for organizational travel across Habitat when directed — including flights, accommodations, ground transportation, and related expense reporting.
- Handle all organizational, personnel, legal, financial, and board-related information with the highest level of confidentiality and professional discretion.
Board & Stakeholder Coordination
- Support coordination of Board of Directors meetings, including preparation and distribution of board packets, meeting notices, minutes, resolutions, and follow-up correspondence.
- Serve as a professional liaison between the CEO and board members, donors, elected officials, community partners, government representatives, and other key stakeholders.
- Assist in planning and coordinating organizational events, leadership meetings, staff celebrations, and community engagements as directed by the CEO, including leading coordination of organization-wide events and staff gatherings throughout the year.
- Maintain relationships with key external contacts and stakeholders on behalf of the CEO, representing the organization with professionalism and consistency.
Document Preparation & Communications
- Draft and prepare professional documents including executive correspondence, reports, board resolutions, strategic presentations, and internal communications.
- Coordinate internal communications on behalf of the CEO to ensure timely and accurate information flow across the organization.
- Proofread and finalize documents and communications originating from the CEO’s office, ensuring accuracy, consistency, and a polished professional standard.
- Support preparation and distribution of organizational newsletters, announcements, and stakeholder updates as directed.
Strategic & Project Support
- Provide administrative support for CEO-directed projects, strategic initiatives, and grant-related activities.
- Research and compile information as requested by the CEO for strategic planning, reporting, and presentations.
- Perform other duties as assigned in support of the CEO’s priorities, the organization’s mission, and its operational goals.
REQUIREMENTS
Education
- Associate’s degree in Business Administration, Office Management, or a related field required.
- Bachelor’s degree in Business Administration, Communications, or a related field preferred.
Experience
- Minimum of five (5) years of progressive administrative experience, with a meaningful portion in direct support of a Chief Executive Officer, President, or equivalent senior executive.
- Demonstrated experience working in a confidential professional environment where discretion and sound judgment are daily expectations — such as in executive, legal, HR, or board governance settings.
- Proven ability to manage complex executive calendars, sensitive correspondence, multi-stakeholder coordination, and executive-level document production.
- Experience supporting a Board of Directors, including preparation of board materials, minutes, and governance documents, is strongly preferred.
- Prior experience in a nonprofit organization preferred but not required.
Knowledge, Skills & Abilities
- Strong organizational skills with a detail-oriented, systems-driven approach — able to manage multiple priorities simultaneously while maintaining accuracy and follow-through.
- High standards of professional confidentiality and discretion; understands the importance of handling sensitive information with care and sound judgment.
- Excellent verbal and written communication skills, including the ability to independently draft clear, professional correspondence and documents.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, Forms), SharePoint and Adobe Acrobat; ability to learn new software platforms as needed.
- Strong interpersonal skills with the ability to engage professionally and warmly with board members, donors, senior staff, community leaders, and external partners.
- Self-directed and proactive, with the ability to anticipate needs, take initiative, and work effectively with minimal supervision.
- Excellent time management skills with a demonstrated ability to meet deadlines and follow through on commitments reliably.
- Professional composure and good judgment in a dynamic environment where priorities may shift and responsiveness matters.
- Genuine appreciation for the mission of Habitat for Humanity and the nonprofit sector.
Licenses, Certifications & Other Requirements
- Valid Florida Driver’s License required.
- Must pass a comprehensive background check and drug screening.
- Florida Notary certification preferred.
- Certified Administrative Professional (CAP) or equivalent certification a plus.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position with or without reasonable accommodation.
- Regularly required to remain in a stationary position for extended periods while using office equipment, computers, and telephones.
- Regularly required to operate a computer, telephone, and other standard office equipment.
- Regularly required to detect and interpret information displayed on computer screens and in printed documents at close range.
- Regularly required to communicate clearly and effectively, both verbally and in writing, so that information is understood by others.
- Regularly required to perform repetitive motions, including use of a keyboard and mouse.
- Frequently required to position self to access files, drawers, and office equipment, including bending to file and maintain records.
- Regularly required to transport objects weighing 5 to 25 pounds (e.g., files, binders, office supplies, event materials).
- Frequently required to move about the office and between work locations to attend meetings, assist with events, and interact with the CEO, board members, visitors, and staff.
WORK ENVIRONMENT & CONDITIONS
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position with or without reasonable accommodation.
- Work is primarily performed in a standard office setting with generally quiet to moderate noise levels.
- Occasional travel between organizational locations may be required in support of CEO activities and organizational events.
- Schedule is Monday through Friday with flexibility occasionally required for events, board meetings, or deadlines outside of normal business hours.
OTHER DUTIES
Please note this position description is designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the associate for this job. Duties, responsibilities, and activities may change at any time with or without notice.
EQUAL EMPLOYMENT OPPORTUNITY & REASONABLE ACCOMMODATION
Habitat for Humanity of Lee & Hendry Counties is an equal opportunity employer and seeks to employ and assign the best-qualified personnel for all our positions in a manner that does not unlawfully discriminate against any person because of race, color, citizenship, religion, sex, pregnancy, marital status, age, national origin, physical or mental disability, sexual orientation, genetic information, veteran/reserve national guard status, or any other status or characteristic protected by law.
Habitat for Humanity of Lee & Hendry Counties is committed to providing reasonable accommodation to qualified applicants and employees with disabilities. If you need reasonable accommodation to participate in the hiring process or to perform the essential job functions, please contact Deborah Boyer at 239-360-8019.
