Position Summary
We are seeking an exceptional Executive Assistant to provide high-level support to the CEO in a fast-paced, mission-driven environment. This is a hybrid role that serves the organization in 2 locations – Hobe Sound and Jupiter, Florida. This role requires a proactive, highly organized professional who thrives on managing multiple priorities, anticipating needs, and maintaining the highest level of confidentiality.
The ideal candidate is detail-oriented, technologically savvy, resourceful, and possesses outstanding communication skills. A self-starter who takes initiative, solves problems, and supports the coordination of both professional and personal executive responsibilities.
Key Responsibilities
Executive Support
- Manage the CEO's complex calendar, appointments, and scheduling.
- Coordinate lunches, dinners, meetings, and events with supporters, donors, and key stakeholders.
- Assist with CEO communications before, during, and after business hours as needed.
- Draft correspondence, event follow-up emails, and other executive communications.
- Proofread documents, presentations, and written communications with exceptional attention to detail.
- Eventually manage portions of the CEO's email, responding on the CEO's behalf when directed.
- Prepare and distribute a weekly executive recap.
Administrative & Financial Coordination
- Track and maintain records of in-kind donations and expenses.
- Maintain the integrity and confidentiality of internal information, financial records, contact databases, and sensitive documents.
- Coordinate regularly with the internal team and Home Office Manager to ensure seamless operations.
- Maintain accurate address books, invitation lists, and supporter databases.
- Meticulous note-taking, documenting and proofreading and meeting coordination.
Events & Donor Relations
- Assist with planning and coordinating donor and foundation events.
- Draft invitations, event communications, and follow-up correspondence.
- Coordinate pre-gala welcome bags by sourcing items, managing rooming lists, organizing hotel room blocks, and overseeing delivery.
- Assist with events hosted at the CEO's home by coordinating invitations, cocktail menus, event graphics, and guest takeaway gifts.
- Support auction and fundraising donation requests, including assembling and coordinating specialty gift baskets.
Gifting & Special Projects
- Manage all executive gifting, including:
- Tracking gift inventory
- Researching and purchasing gifts
- Maintaining gift records
- Packaging and wrapping gifts
- Coordinating shipping and delivery
- Creating customized gifts for various occasions, including auctions, housewarming, get-well wishes, and other special events.
- Develop graphics and personalized designs for custom projects and gifting initiatives.
Marketing & Communications
- Manage social media posting and engagement, including responding to comments when appropriate.
- Create graphics and visual materials for events, invitations, gifts, and communications.
- Support branding consistency across communications and event materials.
Qualifications
The ideal candidate will possess:
- Must reside in Palm Beach County with easy access to Hobe Sound and Jupiter, FL.
- Must be able to pass a level 2 background check.
- Must have reliable transportation and a clean driving record.
- Must be able to perform work in person up to 75% of the time. Must be available outside of normal business hours for emails, calls, texts, and events.
- Bachelor’s degree in any of the following Marketing, Business Administration, Public Relations or a related field.
- Minimum of 5–7 years of experience in Marketing, Executive Assistant, or other executive-level support role, or a related professional role.
- Exceptional organizational and project management skills.
- Outstanding written and verbal communication abilities with strong proofreading and editing skills.
- Advanced technology proficiency, including Microsoft Office Suite (Excel, PowerPoint, and Word), Google Workspace (Google Sheets and Google Slides), and digital collaboration tools (Asana).
- Graphic design experience (Canva, Adobe Creative Suite, or similar platforms required).
- High attention to detail and accuracy.
- Ability to anticipate needs and think several steps ahead.
- Excellent time management with the ability to manage multiple priorities simultaneously.
- Sound judgment and strong problem-solving skills.
- A high level of discretion and professionalism when handling confidential information.
- Flexibility and availability to support executive communications outside traditional business hours when necessary.
Personal Attributes
We are looking for someone who is:
- Honest and trustworthy
- Highly motivated
- Self-directed and proactive
- Hardworking and dependable
- Flexible and adaptable
- Professional with an outgoing, positive attitude
- Resourceful and solutions-oriented
- Committed to excellence in every detail
- Able to maintain complete confidentiality while representing the CEO with professionalism and integrity
Application Instructions:
The hiring company is confidential..
Pay: From $85,000.00 per year
Work Location: In person
