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Executive Support Specialist

2 months ago

St Petersburg, Florida, United States AMIKids Pinellas, Inc. Full time
Position Overview

Role Summary

The Administrative Services Associate plays a crucial role in providing essential support to the Executive Director, ensuring the smooth execution of financial, personnel, and administrative operations within the organization. This position is responsible for coordinating local board activities and assisting with fundraising initiatives. Additionally, the role involves contributing to public relations efforts, drafting grant proposals, and managing budget preparations and revisions. The Administrative Services Associate will report all relevant information regarding finance, personnel, and other operational matters to the corporate office.

Key Responsibilities

  • Handles financial and personnel functions with the utmost confidentiality.
  • Prepares financial documents in strict adherence to corporate accounting standards, ensuring compliance during audits.
  • Maintains precise cash ledgers and records of all financial transactions.
  • Oversees payroll processes, ensuring accurate transmittals and record-keeping in compliance with legal and policy requirements.
  • Drafts inputs for financial statements, including analyses and narratives for the Executive Director's review.
  • Collects, verifies, and maintains personnel information, promptly reporting changes to relevant departments.
  • Monitors and submits quarterly incentive and payroll forms.
  • Maintains detailed inventory records of organizational equipment and property.
  • Prepares and submits necessary documentation for the National School Lunch Program.
  • Provides administrative and receptionist support for all organizational activities.
  • Assists the Executive Director with board meetings, public relations, and fundraising efforts.
  • Supports the Executive Director in developing and maintaining the annual budget.
  • Coordinates travel, lodging, meetings, and conferences for staff.
  • Acts as a mentor and positive role model for assigned students.
  • Operates organizational vehicles in accordance with established policies.
  • Administers first aid and CPR during emergencies as per Red Cross standards.
  • Participates in day trips and special activities involving recreational sports and facility maintenance.
  • Performs additional duties as assigned by supervisors.

Qualifications

  • High School diploma or equivalent; Associate's degree preferred, with a minimum of two years of relevant experience.
  • Excellent verbal and written communication skills are essential.
  • Proficient in office administrative procedures and operation of standard office equipment.
  • Advanced proficiency in Microsoft Office Suite, including Word, Excel, Access, and PowerPoint, with the ability to learn company-specific databases.
  • Highly motivated with strong organizational skills and keen attention to detail.
  • Analytical skills are necessary for data gathering, report summarization, and problem-solving.

Benefits Overview
In addition to the opportunity to make a significant impact in the lives of youth, AMIkids offers a comprehensive benefits package, including:

  • Opportunities for professional growth and development.
  • Health benefits including medical, dental, vision, and prescription drug options.
  • Paid time off and holidays.
  • Wellness benefits such as employee assistance programs and health coaching.
  • Employer-funded pension plan and voluntary retirement savings options.
  • Additional perks including pet insurance and discounts on various services.