Description

Mission & Vision

Parc Center for Disabilities has a mission to provide opportunities for children & adults with developmental disabilities to exercise their independence and experience life to the fullest. Our vision is a community where all individuals live with dignity and are treated with respect. Our shared purpose is to provide exceptional experiences to our participants each and every day.

What We Value

Parc Center for Disabilities – Together we RISE:

• Respect – we treat everyone as a person first. Dignity guides all interactions ad we proudly work together as a team to advance the vision and mission of our organization.
• Integrity – we exercise honesty, transparency, and the highest level of ethical practice. We believe firmly in always doing the right thing, even when no one is looking.
• Service – we believe in making a difference to the person in front of you. We serve every individual and family in our care with compassion, empowerment, kindness, and purpose.
• Empathy – we step into the world of those we serve and those who server our organization. All actions are guided by first asking ourselves what another may be thinking, feeling, experiencing, or enduring.

Position Summary

The Executive Assistant’s primary responsibility is to provide executive support to the President & CEO. From time-to-time, the EA may be asked to support others in the C-Suite. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the President & CEO. The Executive Assistant also serves as a liaison to the Board and to senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. 

The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, fast-paced, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. 

The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. Working on site at Parc Center for Disabilities’ campus, you’ll find a dedicated team, unified in building an engaged, people-centered work environment.

Requirements

Essential Responsibilities

Executive Support

• Completes a broad variety of administrative tasks for the President & CEO including: managing an extremely active calendar of appointments; completing expense reports; completing and preparing correspondence that is sometimes confidential; arranging agendas; and compiling documents for meetings.
• Plans, coordinates, and ensures the President & CEO’s schedule is followed and respected. Provides ‘gatekeeper’ and ‘gateway’ role, creating win-win situations for direct access to the President & CEO’s time and offices.
• Communicates directly, and on behalf of the President & CEO, with Board members, donors, team members, and others, on matters related to programmatic initiatives. 
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President & CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the President & CEO, and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management team members.
• Works closely and effectively with the other C-Suite EA to keep all executives well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a ‘barometer’, having a sense for the issues taking place in the environment and keeping the President & CEO updated.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the President & CEO, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the President & CEO’s ability to effectively lead the organization.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.

Senior Management Liaison

• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all-team member meetings.

Communications, Partnerships, and Outreach

• Ensures that the C-Suite’s bios are kept updated and responds to requests for materials regarding the C-Suite and the organization in general.
• Edits and completes first drafts for written communications to external stake holders.
• Coordinates with the other Executive Assistant on all relevant matters to ensure smooth and effective communications.

Board Communications

• Responsible for maintaining all Board members’ contact information, scheduling new Board member orientations, sending communications regarding all meetings, and taking meeting minutes, whether regular or committee.
• Responsible for uploading and attaching Board documents to Boardable or other communication mechanisms.

Education, Training and Experience Requirements

• Bachelor’s degree preferred. Associate degree acceptable.
• Strong work tenure: 8 to 10 years of experience supporting C-suite Executives, preferably in a non-profit organization.
• Experience and interest in internal and external communications, partnership development and fundraising.
• Proficient to expert in Microsoft Office (Word, Excel, PowerPoint), Adobe Acrobat and other computer systems.
• Experience in constituent database systems, preferably Blackbaud Raiser’s Edge or other similar such as Donor Perfect as well as Boardable software for interfacing with the Board of Directors.

Special Certifications, Registrations, Licenses or Other Requirements

• Valid Florida Drivers’ License with acceptable driving record.

Knowledge, Skills & Abilities

• A heart for people, first and foremost.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity.
• Highly resourceful team player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Excellent analytical, written, and verbal communication, employee interaction, decision-making, leadership, and organizational skills. The ability to work collaboratively and gain consensus, but also ‘roll up your sleeves’ and work independently to accomplish a goal.
• Have a learning attitude and natural curiosity for how things work, with a desire to improve processes and procedures without judgement of how things were done in the past.