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Executive Assistant

3 months ago

Live Oak, United States Florida Sheriffs Youth Ranches Full time
Job DescriptionJob DescriptionJOB SUMMARY  
                   
The Executive Assistant (EVP/Program) performs very high-level office and administrative support duties for the Executive Vice President, the Vice President Program and the department and programs they oversee.  This position provides skilled confidential support for the executive and serves as a liaison for those offices, with other executive offices, programs, community agencies, Sheriffs, donors and parents, etc.

This position reports to the Executive Vice President.

The Executive Assistant performs a wide array of support duties including preparation of correspondence, reports, presentations, planning and coordination of meetings, maintaining agendas and minutes, conducting research, preparing statistical reports and spreadsheets, supporting staff research, making travel arrangements, maintaining calendars and schedules in addition to participation in the quality improvement program. This position requires proficiency at an advanced level in the use of standard desktop applications and includes the ability to develop documents and presentations of all types using word processing, spreadsheets, PowerPoint and other software programs.
This position is eligible for overtime pay.

Essential Duties and Responsibilities
 
  1. The following list provides examples of the most typical duties associated with this position but may not include all of the duties performed by the person holding the position. There may be other duties required beyond normal office duties.
 
  1. Performs specialized administrative duties such as, but not limited to the following:  required to support the specific responsibilities of the Executive Vice President and Vice President Program using discretion in judgment based on operating guidelines.  Ensures incoming calls of a sensitive nature are properly handled and passed on to the appropriate personnel. 
 
  1. Provides supportive services for the Executive Vice President and Vice President Program such as composing and/or preparing correspondence, memoranda, reports, spreadsheets, scheduling meetings and appointments.  Updates the appointment calendar and contact list in Outlook. 
 
  1. Answers questions and independently resolves problems whenever feasible.  Responsible for signing off on program staffs’ timesheets, travel reimbursements, requests for checks, vehicle logs, etc. in the absence of the Executive Vice President and Vice President Program.
 
  1. Serves as the department liaison with other programs across the state including summer camps, managing the flow of communication and required materials including but not limited to monthly capital needs updates, monthly program reports, quarterly reports, annual reports, board meeting materials etc.
 
  1. Responsible for tracking and mailing all thank you notes from programs.
 
  1. Performs statistical calculations for the purpose of providing accurate data for the monthly report, annual report, Program Committee as well as other department’s reports as requested.
 
  1. Serves as administrative support person for designated staff meetings, Board Committee meetings and other meetings as requested by creating agendas, meeting booklets, taking and maintaining minutes and communicating this information to meeting attendees. Is a member of the team who helps set up, provide support and documents Board Committee meetings.
 
  1. Assists the Quality Improvement Director in conducting Continuous Quality Development (CQD) on a quarterly basis and that covers all programs and camps.
 
  1. Participates as a part of the Scholarship/Mentor Committee in the   student interview process and by providing expertise in the areas of policy, required documentation, completion of scholarship applications, etc.
 
  1. Maintains, monitors and tracks all potential or current scholarship students to ensure that all documentation and information is in place to meet accounting requirements.
  2. Provides support and backup to the Chief of Staff, Director of Camping Services and Director of Residential Services as needed or requested.
  3. Performs other duties as required to support the mission and function of the executive’s area of responsibility and the agency.

Education and Experience Requirements

This position requires a high school diploma and at least six progressive years of experience in an office or administrative support position and a strong working knowledge of PC’s and windows-based software with the ability to quickly grasp uncommon software programs.  Some travel is required by the person holding this position.  College or vocational training and supervisory experiences are preferred.

Job Type: Full-time 

Pay: $21.00 Hourly

Benefits:

  • 401(k) Plan with up to 4% company match
  • Annual Leave and Sick Leave
  • 11 Holidays
  • Company Paid Long Term Disability
  • Company Paid Life Insurance
  • Medical, Dental, and Vision Insurance
  • Employee Assistance Program
  • Health Savings Account, Supplemental Life Insurance, Short Term Disability and Aflac Products Available

We have a very extensive and strict background screening process. We are an equal opportunity employer and a drug free workplace. 

WORKING CONDITIONSWork is generally performed in an office environment.  The employee must be able to travel 25% of the time or as necessary for meetings, training purposes and to perform the duties of the

 

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