Position Title: Executive Assistant

Department: Administration

FLSA Classification: Non-Exempt / Hourly

Supervisor: President/CEO

Status: Full Time

Position Summary: This position is responsible for answering calls, taking messages, scheduling meetings, and drafting documents; maintains record systems for donations, volunteers and corporate documents; maintains responsibilities for keeping the office organized and running efficiently.

Essential Duties and Responsibilities

• Schedule and arranges meetings for the President/CEO, keeps President/CEO calendar and contract files up to date.
• Assists President/CEO with special projects as needed
• Initiates and completes filing of corporate documents with the State of Florida
• Performs staff support functions and liaison for the Board of Directors
• Coordinates the preparation, proofing and distribution of materials for all Board and Board Committee meetings.
• Maintain records relating to the Board of Directors, Board/Committee Meetings, and Board related documents in Boardable.
• Coordinates and arranges appropriate Board, staff and in service meeting logistics.
• Reserves and prepares conference rooms for meetings.
• Schedules speakers for program staff In-services.
• Attends Board, Board Committee and other meetings as requested by the President/CEO and records/transcribes meeting minutes.
• Independently handles situations that arise from incoming administrative telephone calls.
• Makes travel arrangements as requested for the President/CEO.
• Serves as a contact person for office facility needs.
• Orders general operating supplies for the entire organization.
• Orders business cards, rack cards, letterhead and envelops as needed.
• Serves as the main contact for the 211 TBC storage facility.
• Maintains certificates of insurance and provides them to various entities by request.
• Assists President/CEO with special mailings
• Tracks donations in Donor Perfect and volunteer hours in Volgistics.
• Serve and participate in meetings, committees, community activities and outreach events as requested.
• Follow all organization’s policies, practices, and procedures.
• Other duties may be assigned to meet business needs.

Qualification/Requirements:

• Excellent verbal communication, customer service and time management skills
• Ability to read, analyze and interpret documents. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients or members of the community. Ability to effectively present information in one-on-one and small group situations to clients and other employees of the organization
• Ability to add, subtract, multiply and divide. Ability to problem solve and manage a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form
• Ability to define problems, collect data, establish facts and draw valid conclusions.
• Strong data entry skills
• Proficient personal computer skills including e-mail, recordkeeping, routine database activity, word processing, spreadsheet, graphics, etc.
• Ability to handle multiple tasks simultaneously
• Ability to work in a fast paced environment

Education/Training/Experience

• One year certificate from college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience.
• Experience in nonprofit community work and organizations preferred.
• Bilingual skills (English/Spanish) preferred

Physical Demands:

Moderate physical activity performing somewhat strenuous daily activities of a primarily administrative nature. Includes sitting and/or standing for extended periods of time with the ability to lift up to 10 lbs.

Manual dexterity sufficient to reach/handle items, works with the fingers and perceives attributes of objects and materials.

Other:

• Level II Background Screen
• Valid State of Florida Driver’s License

The above description is intended to describe the general content, identify the essential functions and the requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.