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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 role of the Administrative Assistant is pivotal in providing essential support to the Executive Director, facilitating the effective execution of financial, personnel, and administrative management functions within the organization. This position is responsible for coordinating local board activities and supporting fundraising initiatives. Additionally, the Administrative Assistant plays a key role in public relations efforts, grant writing, and budget management, ensuring all relevant information regarding finance and personnel is accurately reported to the corporate office.

Key Responsibilities

  • Manage financial and personnel operations with the utmost confidentiality.
  • Prepare financial documentation in strict adherence to corporate accounting standards, ensuring compliance during audits.
  • Maintain precise cash ledgers and records of all financial transactions.
  • Oversee payroll processes, ensuring accurate transmittals and compliance with legal requirements.
  • Draft financial statements and analyses for review by the Executive Director.
  • Collect and maintain personnel data, promptly reporting any changes to relevant departments.
  • Monitor and submit quarterly incentive payments and other compensation forms.
  • Keep accurate inventory records of organizational assets.
  • Prepare and submit necessary documentation for the National School Lunch Program.
  • Provide administrative and reception support for all organizational activities.
  • Assist the Executive Director with board meetings, public relations, and fundraising efforts.
  • Support the preparation and management of the annual budget.
  • Coordinate travel, accommodations, meetings, and conferences for staff.
  • Act as a mentor and positive role model for students.
  • Drive organizational vehicles as needed, adhering to established policies.
  • Administer first aid and CPR during emergencies, following Red Cross standards.
  • Participate in day trips and special events, including recreational activities and facility maintenance.
  • Perform 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.
  • Knowledge of office administrative procedures and proficiency in standard office equipment is required.
  • Advanced proficiency in Microsoft Office Suite, including Word, Excel, Access, and PowerPoint, with the ability to learn company-specific software.
  • Must be flexible, highly motivated, and possess strong organizational skills with attention to detail.
  • Analytical skills are necessary to gather and summarize data for reports and to resolve administrative challenges.

Benefits

AMIkids offers a comprehensive benefits package that includes:

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