Job Opening – Executive Assistant to the CEO

Florida Association Of Healthy Start Coalitions, Inc.
Healthy Start Momcare Network, Inc.

Job Title: Executive Assistant to the CEO
Department: ADMINISTRATIVE SERVICES
Location: Tallahassee, Florida
Starting Annual Range: $45,000 – $50,000
Status: NonExempt
Employment Type: Full-time
Reports To: CEO

JOB SUMMARY

The Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. The Executive Assistant also serves as a liaison to the board of directors and senior management team; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

DUTIES & RESPONSIBILITIES

Executive Support

  • Completes a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Plans, coordinates and ensures the CEO’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time and office.
  • Communicates directly, and on behalf of the CEO, with Board members, donors, staff, and others, on matters related to CEO’s programmatic initiatives.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the 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 CEO’S office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Works closely and effectively with the CEO to keep her well 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 CEO updated.
  • Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO, some of which may have organizational impact.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the 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.

Board Support and Liaison

  • Serves as the CEO’S administrative liaison to the board of directors
  • Assists board members with travel arrangements, lodging, and meal planning as needed
  • Maintains discretion and confidentiality in relationships with all board members
  • Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Senior Management Liaison

  • Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
  • Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings
  • Facilitates cross-divisional coordination of travel and outreach plans Communications, Partnerships, and Outreach
  • Ensures that the CEO’s bio is kept updated and responds to requests for materials regarding the CEO and the organization in general
  • Edits and completes first drafts for written communications to external stake holders Strategic Initiatives
  • Works with the Strategic Initiatives team in coordinating the CEO’s outreach activities
  • Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships
  • Edits all, and creates acknowledgement letters from the CEO

SKILLS AND ABILITIES:

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
  • Expert level written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Emotional maturity
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
  • Forward looking thinker, who actively seeks opportunities and proposes solutions

REQUIREMENTS

  • Bachelor’s degree required
  • Strong work tenure: at least 3 years of experience supporting Executives, preferably in a non-profit organization

COMPUTER EQUIPMENT AND SOFTWARE:

  • Intermediate to advanced working knowledge of Microsoft Office Suite: Excel, Word, Outlook, Power Point, Adobe Acrobat and Social Media web platforms.

OTHER:

  • Local and statewide travel is required to attend meetings;
  • Must have a valid driver’s license, a safe driving record, having reliable transportation and carrying your own car insurance; and
  • Upon hiring, candidate will be finger-printed, and a background screening will be conducted.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of 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 frequently required to sit, talk, hear and use hands and fingers to operate and handle keyboards and controls. The employee is occasionally required to walk and reach with hands and arms.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision and the ability to adjust focus.