Executive Assistant

Reports to: President/CEO

Job Summary/Function:
The Executive Assistant promotes the agency’s culture that embraces the agency’s core values and works with the President/CEO, the Board of Directors and the Executive Management Team to create and maintain a workplace environment reflective of those values. The Executive Assistant serves as a key member of the President/CEO’s office, responsible for access and central coordination of all activities, ensuring information flow to and from the Office of the President from Board and staff – the “go-to” person.

The Executive Assistant, as requested by the Board Chair, manages the operations of the Board of Directors, including organizing and coordinating all board meetings, planning retreats and associated activities, providing background material for board deliberations, assisting with committee appointments, setting agendas, scheduling, correspondence, and maintaining corporate records.

Duties & Responsibilities:

Office of the President/CEO
• Works closely with the President/CEO to keep her fully informed of significant internal issues as well as progress towards goal accomplishments.
• Work closely with other senior managers to facilitate communication and ensure implementation of stated objectives in a timely and efficient manner
• Acts as direct assistant to the President/CEO, preparing and rigorously maintaining his/her schedule, meetings, files and travel arrangements; preparing correspondence and other documents as needed, maintaining President/CEO’s computer, phone and functional technological mobility with IT assistance
• Coordinates JFCS planning and budgeting process
• Work independently and within a team on special nonrecurring and ongoing projects, such as accreditation compliance
• Maintains current Administration Policies and Procedure Manual
• Other duties as assigned

Corporate Governance/Board Facilitation
• Serves as the primary liaison for board members and maintains open communication with Board Chair
• Understands Board and operating policies and procedures necessary to ensure appropriate organizational decision-making protocols are understood and followed
• Plans, tracks and organizes key committee and Board meetings and other events, including, but not limited to, identifying participants, preparing notices, agendas, minutes and resolutions; developing memos, communications and correspondence.
• Plan, organize and develop agenda for new board member orientation program in collaboration with the appropriate board members
• Anticipate and identify key issues for dissemination to President/CEO and senior management staff
• Maintain records and ensure compliance with COA accreditation requirements for Board documents
• Coordinate special projects on behalf of the Board Chair or Board Committee Chairs
• Transcribes and distributes minutes of Board of Directors meetings, Board committees, Senior Management Team meetings and any other meetings, as necessary
• Distributes all Board information, minutes, financials, audit, necessary documents to COA for their schedule for standards review
• Implements any necessary paperwork or tasks for Board Committee Chairs at their request
Special skills and abilities:
• Ability to comply with all HIPAA regulations, keep confidential information about staff, clients, agency and within the community in accordance with all current standards
• Must have excellent decision-making and problem-solving skills; initiative; resourcefulness; the ability to achieve positive outcomes for the agency; and a willingness to work collaboratively with the President/CEO, board members, staff and consultants
• Must possess proven ability to interact successfully and build effective relationships with a wide range of constituents and have excellent presentation and written communication.
• Excellent organizational skills and attention to detail, including the ability to prioritize work effectively and manage multiple demands
• Ability to multi-task and handle numerous competing demands
• Ability to handle stressful situations with calm diplomacy
• Distributes any necessary articles and intra-office work to Senior Management and other staff as needed; compiles information, data and agendas for meetings or needs, as necessary; performs follow-up work as needed for directed
• Coordinates meetings (reserves necessary meeting space, issues invitations, orders refreshments, confirms attendance, etc.)
• Verifies receipt of purchases and submits bills to Accounts Payable
• Maintains a professional office work area

Education and Qualifications
Excellent ability to utilize Microsoft Programs (Word, Excel, PowerPoint). Proven ability for accuracy and follow-through. Must be highly organized, neat and concerned with accuracy in communication and documentation. Must have a minimum of 5 years clerical/administrative experience, including 3 years experience working with Senior Executives
• Employee must be a proven leader with senior-level experience, preferably in the not-for-profit field, and background in developing and managing programs and resources in a dynamic and growing organization interacting with boards of directors.
• Must hold a Bachelor’s or Master’s degree in business or nonprofit management.

Physical Requirements:
The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to move about the office and talk or hear
• Frequent standing and sitting are required
• Must regularly lift and/or move up to 10 pounds
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and adjusting focus.
Training Requirements
• Required agency-wide trainings

Classification: Non Exempt

Job Category: Administration
Job Type: Full Time
Job Location: Sarasota

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