Administrative Assistant to the Executive Director

This is a professional position with significant responsibility for providing administrative and personal support to the Executive Director & the Director of Administration / Finance of a large non-profit charitable law firm serving a diverse, low-income clientele. The ideal candidate must be creative and enjoy working in an organization which highly values a diverse and inclusive workforce and an environment that is mission-driven, results and community oriented. This position will serve as the primary point of contact for internal and external constituencies on matters deemed important to the leadership team and the organization.

The ideal individual will have the ability to exercise good judgment in a variety of situations with strong written and communication, administrative and organizational skills and the ability to maintain a realistic balance among multiple priorities. The individual must be able to work under pressure at times and have the ability to handle a wide variety of activities and confidential matters with discretion.

MINIMUM QUALIFICATIONS

• Bachelor's degree preferred.
• Strong work tenure: five to 10 years of experience supporting Executives, preferably in a nonprofit organization.
• Experience and interest in internal and external communications, partnership development, and mission of organization.
• Proficient in Microsoft Office (Outlook, Word, Excel and Power Point), Adobe Acrobat.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• 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 funders.
• Expert level written and verbal communication skills.
• Emotional maturity.
• Highly resourceful team player with the ability to also be effective independently.
• Proven ability to handle confidential information with discretion, be adaptable at meeting competing demands, and prioritizes responsiveness to others.
• Demonstrated ability to achieve goals and meet deadlines in a fast paced environment.
• Forward looking thinker who actively seeks opportunities and proposes solutions.

ESSENTIAL FUNCTIONS

Executive Support

• Completes a broad variety of administrative tasks for the ED and the Director of Administration & Finance (DAF) including managing an extremely active calendar, composing and preparing correspondence that is sometimes confidential, arranging complex and detailed travel plans, itineraries, and agendas.
• Maintains organized and complete records.
• Plans, coordinates, and ensures that the ED's calendar is followed and respected.
• Provides a "gatekeeper" and "gateway" role; creating a win-win for direct access to the ED's office and time.
• Follows up on contacts made by the ED and DAF and supports the cultivation of ongoing relationships.
• Actively helps the ED and leadership create a culture of caring and accountability.
• Maintains knowledge of all funders and contracting relationships.
• Works closely and effectively with the ED and DAF to keep them well informed of upcoming commitments and responsibilities, following up as appropriate. Acts as a "barometer" having a sense of the issues taking place in the environment and keeping the ED updated.

Senior Leadership Liaison

• Assists in coordinating the agendas for Senior Leadership Team meetings and offsites.
• Schedules and coordinates Supervisors meetings and All Staff meetings
• May attend meetings at the request of the ED.

Other

• Maintains confidentiality in all matters related to the office of the ED and the DAF.
• Other duties and projects as assigned by the ED and DAF.

Salary Range: Salary depending on experience. Full benefits package in addition to salary (health, dental, vision, 401K, disability, life insurance).

Application Process and Deadline: Send resume and cover letter with salary requirements by Friday, April 5, 2024.

The Legal Aid Society of Palm Beach County, Inc., is an Equal Opportunity Employer. EOE ADA

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• West Palm Beach, FL 33401: Relocate before starting work (Required)

Work Location: In person