Executive Assistant

6 days ago

West Palm Beach, United States The Arc of Palm Beach County Inc Full time
Job DescriptionJob Description

Position Summary

The Executive Assistant reporting directly to the President & CEO, provides support in a one-on-one working relationship. Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; 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.

Essential Duties and 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 detailed travel plans, itineraries, and agendas; and compiling documents for executive meetings.
  • Communicates directly, and on behalf of the President and CEO, with Board members, donors, Foundation staff, and others, on matters related to CEO's programmatic initiatives.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, 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's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • 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 matter expeditiously, proactively, and follows-through on projects to successful completion, often with strict deadline.
  • Serves as the President's administrative liaison to The Arc's Board of Trustees.
  • Adheres 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.
  • Assists in coordinating the agenda of senior management team meetings and team building meetings.
  • Prepare and maintain all Board/Board Committee documents and notebooks to include minutes and agency reports.
  • Maintain Board, Executive Committee and Advancement Notebooks in preparation for multiple audits.
  • Manage all documents, reports and materials necessary to maintain agency excellence in the areas of best practices, program and facilities procedures, donor and funder relations, and Board governance and bylaws. An effective and efficient system must be up to date at all times.
  • Work closely with the Operations Department on day-to-day agency operations.
  • Maintain the ability to meet the physical requirements of this position as related to duties at all times.
  • Follows up on contacts made by the President; supports the cultivation of relationships.
  • Other projects and duties as assigned by the CEO/President.

Knowledge, Skills and Abilities:

  • Ability to multitask and prioritize tasks and meet deadlines
  • Excellent interpersonal and negotiation skills
  • Excellent time-management skills and ability to adapt to various competing demands.
  • Excellent organizational skills and attention to detail.
  • Expert level verbal and written communication skills
  • Professional presentation
  • Professional discretion
  • Demonstrated proactive approaches to problem-solving
  • Strong critical thinking and decision-making capability
  • Emotional maturity
  • Highly resourceful team-player
  • Interest in working with organization serving at-risk, vulnerable populations
  • Highly proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platform
  • Establish and maintain effective working relationships with team members, agencies, vendors, donors and funders.
  • Identify concerns, generate and evaluate alternate solutions and make sound recommendations.

Education and Experience Requirements:

  • Bachelor's Degree or at least three years business management experience, or Some College/AA with a minimum 5 years business management experience.
  • Must possess and maintain a current Florida’s Driver’s License and state minimum requirements for auto insurance.

Physical Requirements/Working Conditions:

  • Must be able to remain in a stationary position 50% of the time.
  • The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
  • The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.



***STARTING AT $50,000 annually; SALARY COMMENSURATE WITH EXPERIENCE***

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