Cayuga Centers is hiring immediately for an EXECUTIVE ASSISTANT

Earn: $60,000 annually

Location: Miami, Florida

Join our team and make a difference in the lives of children, youth, and families in our community!

About Cayuga Centers

Cayuga Centers is an accredited non-profit, human services agency dedicated to family support and preservation, trauma-informed care, and serving vulnerable populations with the most unique needs. Founded in 1852 in Auburn, NY, we have a long history of delivering high-quality and innovative services to individuals, children, youth, and families. We have offices in 10 cities and serve over 10,000 individuals and families annually. Join us!

At Cayuga Centers, we embrace Diversity, Inclusion, and Belonging (DIB). We do this by taking a firm stance against hatred, inequality, bias, and injustice. We provide our staff with the training, coaching, and resources necessary to grow and serve with cultural humility, acceptance, and understanding. We are responsive to the diverse needs of those we serve and staff, and are committed to ensuring that everyone feels respected, valued, and a sense of belonging.

About the Department and Position:

Our program advocates for families and children, guiding them through complex systems and helping them access vital resources such as healthcare, education, and social services. We serve by providing comprehensive support and coordination of services to address specific needs and challenges faced by families. And this MAKES A DIFFERENCE by promoting stability, well-being, and overall development of children and families.

How you get to use your skills…

• Provide administrative support tasks that are highly confidential and sensitive to the Deputy of Florida Programs
• Ensure agency staff have ready access to them physically and that he/she receives all needed information
• Coordinate calendar, schedule meetings, and readjust as needed
• Make travel arrangements for family, Board members, and other staff; prepare itineraries; prepare, compile, and maintain travel vouchers and records
• Read and screen incoming correspondence and reports; make a preliminary assessment of the importance of materials and organize documents; triage email, handle some matters personally, and forward appropriate materials to the Deputy and/or executive staff
• Research, compile, assimilate, and prepare confidential and sensitive documents
• Prepare agenda and collect materials for meetings and conferences; take minutes and keep records of proceedings as needed
• Provide clerical support using Microsoft Office including Word, Excel, PowerPoint, G-Suite, and Outlook applications format documents
• Arrange video conferencing and handle issues with such
• Coordinate with IT to meet the Deputy’s tech needs
• Be proficient in the scheduling of the Deputy’s medical appointments and resolving medical bill issues
• Be primarily responsible for the processing of receipts
• Be primarily responsible for seeking the Board Chair’s approval process of the Deputy’s expense reports and reimbursement checks
• Be proficient in the regular update and submission of timecards; collaborate with others to approve time off requests for direct reports
• Be primarily responsible for maintenance of all agency contracts- Handle all administrative and logistical issues involved in contract creation or renewal
• Be primarily responsible for the maintenance of our corporate records
• Be primarily responsible for the maintenance of all Operating Certificates
• Be proficient in maintenance, administration, and coordination of program purchase contracts completion and renewals
• Be primarily responsible for the maintenance of and administration of property leases
• Be primarily responsible for the registration and compliance with all Government contract websites
• Drive the Deputy, as requested, to various locations and meetings
• Be proficient in the sending of Anniversary Letters
• Coordinate agency events at the direction of the Deputy
• Be proficient in the coordination and set up of All Staff Meetings and trainings presented by the Deputy
• Notarize documents
• Some travel required
• Provide personal assistance and do errands as needed
• Be proficient in assisting the Deputy in disseminating information promptly to the Board of Trustees
• Be proficient in the coordination and preparation of monthly Board reporting packets
• Be proficient in scheduling Committee meetings as assigned
• Attend monthly Board Meetings, take and prepare minutes, prep room to host meeting
• Serve on committees as designated by the Deputy

Schedule: Non-Exempt

• This is a full-time position, Regular hours entail 9:00 am - 5:00 pm, Monday through Friday
• Must be flexible to meet program needs

Why Cayuga Centers?

• Certified Great Place to Work ®
• Workplace Wellness Award Finalist
• COA Accredited
• Implement best practices and evidence-based interventions
• Committed to employee professional development and advancement
• We embrace change, innovation, and opportunities
• Our diverse workforce acts and leads with human sensitivity and respect
• Large and growing national footprint

• Bachelor’s degree required
• Notary license required
• Strong administrative experience is required
• Excellent organization skills and ability to multitask, handle a fast-paced environment, and deal with change. Must be able to complete tasks independently
• Strong skills in Microsoft Office, including Word, Excel, PowerPoint, and Outlook applications
• Excellent communication and proven human relations skills
• Ability to work effectively in a team context
• Valid Florida Driver's License
• Ability to travel to all agency locations as required
• Uphold a strict level of confidentiality

Physical Requirements:

• Word processing: Responding to emails, composing letters, completing computerized documentation, transcribing meeting minutes, etc. This involves sitting at a computer for a minimum of 5 hours and could be up to 7 hours daily, depending on program needs.
• Lifting of Agency file books - weighing approximately 6-8 lbs. each - 5-inch binders
• Completing paperwork -Such as copying, stapling
• Answering phones, processing mail, filing, lifting packages
• Walking up/down stairs
• Able to travel when needed

• 120 hours of paid Vacation
• 10 paid Holidays (prorated), 24 hours of paid Personal Time, Medical Appointment Time
• Medical, dental, and vision insurance
• Pet and Legal Insurance
• Employee Assistance Program
• FSA savings accounts
• Supplemental life insurance, critical illness, enhanced short-term disability benefits
• 401(k) match up to 6 %
• Corporate Discounts Program
• Sick Leave Pool
• Identity Protection