Executive Assistant

Position Summary

The Executive Assistant provides high-level administrative support to senior leadership, ensuring efficient operation of the executive’s office. This role involves managing schedules, coordinating meetings and travel, handling confidential information, and serving as a key point of contact between executives, internal teams and external partners.

Key Responsibilities

• Manage and maintain Executive Director schedule, including appointments, and meetings.
• Prepare and edit correspondence, communications, presentation, and other documents.
• Handle confidential information with discretion and professionalism.
• Coordinate logistics for board meetings, conferences, and events.
• Screen and prioritize incoming communications and determine appropriate responses
• Assist in preparing meeting agendas, take minutes, and follow up on action items.
• Support project coordination and assist with research and data compilation as needed.
• Liaise with internal departments and external stakeholders on behalf of the executive director.
• Maintain organized filing systems (digital/ physical).
• Coordinate public meetings and reporting with Orange County Government to ensure compliance with the Florida Sunshine Law.
• Maintain document management systems and ensure compliance with company policies and financial regulations.
• Respond to all Public Records Requests.
• Update, prepare and distribute, Request for Proposals (RFP).
• Coordinate travel arrangements for all staff members and Board of Directors - processing requests and reimbursements.
• Conducts research, data collection and analysis of information for use in reports, presentations and meetings.
• Develop Executive Director multi-media presentations.
• Prepare and process staff time-sheets and leave requests.
• Composes, proofreads and edits division correspondences, documents, memos, spreadsheets, minutes, logs, and reports for final approval.
• Records Management Liaison Officer.
• Florida Dept. of State Records Management.
• OCHFA's compliance w/Florida's Statutes.

Qualifications

• Graduation from an accredited college or university with a Bachelor’s Degree in Business Administration and four (4) years of experience; or a Master's degree and two (2) years’ experience.
• Seven (7) years related experience, with an Associate’s Degree (AA).
• Ten (10) years of professional executive level support experience; or Equivalent combination of post-secondary education and experience.
• Proficiency in MS Office – emphasis on Access, Excel, Word, PowerPoint and Publisher.Knowledge of website development and programs.

Compensation and Benefits

• Competitive salary commensurate with experience.
• Performance-based bonus opportunities.
• Comprehensive benefits package, including health, dental, and retirement plans.
• Professional development support.